Website University of San Francisco


Program Assistant V, Development Associate
University of San Francisco

USF Hilltop Campus

Job Title:
Program Assistant V, Development Associate

Job Summary:
The University of San Francisco seeks a highly motivated, team-work driven, flexible candidate who thrives in a dynamic and visionary culture to serve as a Development Associate. Ideal candidates will have proven proficiency in director/executive-level support, research, database maintenance, budget tracking, expense processing, and donor engagement. Additionally, this candidate should possess initiative, independent judgment, sound decision-making, and the multi-tasking ability to efficiently plan, prioritize, and organize a diverse workload and recommend changes in office practices and procedures. Reporting to the Development Manager of Administration, this position will provide administrative support to the team, including Gift Planning, Major Gifts, Corporate & Foundation Relations, and Prospect Development & Analytics.

Full Job Description:

A successful Development Associate is:
highly organized with meticulous attention to detail
an expert juggler, able to handle multiple projects and competing deadlines in a fast-paced environment
resilient and adaptable in the face of changing priorities
a people person who thrives on knowing who’s who
a team player who understands they have a crucial role in the success of others

Administrative Support:
Provide administrative support, including calendar management, budget management, scheduling and arranging meetings, submitting expense reports, coordinating and arranging conference registration, processing invoices, ordering supplies, etc.
Acts as an expert resource for administrative systems related to budget and finance, such as Concur Expense, Concur Invoice, and Hilltop.
Manage, track, and take the appropriate action for requests that come through the Revenue Administrative Request form.
Schedule and attend administrative check-ins as needed
Secure appropriate signatures/approvals from the University President and the Vice President of Development as required for proposal approval forms and grant agreements
Provide project and event support as determined by the Corporate and Foundation Relations (CFR) Administrative team.
Coordinate with “key partner” USF departments in support of Development operations, including Business and Finance, Catering services, Events Scheduling, Public Safety, ITS, etc.

Budget and Financial Support
In partnership with the Senior Director of Administration, submits, reconciles, and reports on financial transactions for the departments that this position supports. Assists with related processes such as reviewing the team’s expense reports and invoices and checking for correct coding and compliance with division and University policies.
Acts as an expert resource on financial administration, purchasing, and procurement systems (Banner, Concur, Hilltop Shop, Tableau, etc.).

Talent Management
Assist the Assistant Director of Talent Management with onboarding new employees. Tasks to include:Desk set-up, ordering of supplies (i.e., business cards and name badges), and calendaring meetings with new hires and Development team members

Data Management:
Assist in generating data reports to support gift planning in collaboration with development officers.
Accurately track gift officer results (activity, productivity, and pipeline) and ensure that these are updated and retrievable whenever needed.
Act as subject matter expert for the Revenue vertical. Work with teams across the Division to track and improve internal business processes surrounding data management related to major gift fundraising activities.

Event/Meeting Support:
Coordinate the planning and execution of cultivation and stewardship events with the Major Gifts & Gift Planning teams
Coordination of USF tours or meetings for top donors
Provide logistical support for various meetings and events, including team meetings, special events, retreats, and board meetings (including ordering supplies, material creation, volunteer coordination, research, parking permits, reserving meeting rooms, etc.…)
Support special events throughout the year, including event planning, invitations, vendor coordination, collecting RSVPs, day of support, and other tasks as assigned.

Assist the Manager of Administration with the composition and editing of donor correspondence (gift agreements, thank you letters, and emails) reports, correspondence, solicitation materials, invitations to cultivation events, and memos
Assist the Manager of Administration with drafting and proofing donor correspondence (gift agreements, thank you letters, and emails) and other written documents.
The creation of training materials for verticals, as needed

Other Responsibilities:
Ability to independently analyze, recommend and implement new/changes to procedures.
Assists the Talent Manager with the interview process
May be responsible for a unit’s day-to-day operations and may, under general supervision, serve as an office coordinator.
Identifies and resolves various problems and situations affecting the efficient workflow between departments or outside agencies.
May act on behalf of the manager in their absence.
Provide backup support to members of the Major Giving team in the absence of the Development Coordinator or the partner Development Associate.
Other duties may include but are not limited to supervision of student interns and assistance at division events.
Special projects determined by the CFR team (i.e., mass mailings, holiday card project, and training of interns)

Post-high school education preferred. Training or experience equivalent to five years of increasingly responsible work experience in a support role and related education is required.
Previous higher education experience is a plus.
Manage sensitive information with the highest level of discretion and confidentiality.
Ability to professionally and diplomatically communicate and interact with high net-worth individuals and University leadership.
Ability to deal with highly confidential and sensitive material professionally.
Independent judgment and resourcefulness to plan, prioritize and organize a diversified workload and to recommend changes in office practices and procedures.
Ability to work with minimal supervision in a fast-paced environment while handling many duties simultaneously.
Handles special assignments involving direct interaction with volunteers and donors
Have the ability to cultivate relationships across cross-functional teams
Aptitude for data analytics. Strong computer skills and knowledge of computer programs such as Microsoft Office, Google Suite, and Salesforce.

Full time

Pay Rate:

Salary Range :
The hourly rate for this position is $30.77.

To apply, visit

The University of San Francisco is located in the heart of one of the world’s most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco’s first university, and its Jesuit Catholic mission helps ignite a student’s passion for social justice and a desire to “Change the World From Here.” For more information, visit

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