Development Assistant, Arts & Humanities

The selected candidate will be required to work a hybrid work schedule, with at least 2 days per week on campus.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our website.

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 2/5/2026

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

University Advancement supports the teaching, research, and public service of UC Santa Cruz by making and keeping deep, heartfelt connections. Building enduring relationships among students, alumni, faculty, donors, and others is the lifeblood of our work and helps to make UC Santa Cruz a thriving community of knowledge, inquiry, public service, and social mobility.

We are a welcoming group of ambitious and creative professionals pursuing our mission in support of the university's overarching purpose. We take our work seriously because we care - but we don't take ourselves too seriously! The University Advancement culture is lively and dynamic; we value collaboration; and our staff is resourceful, enthusiastic, and hard-working.

The division is a fun, friendly, and open place, and our colleagues are supportive of and positive about each other's goals and aspirations. We often jump in to help where needed, rolling up our sleeves to get the job done. We dare to approach challenges as opportunities. We seek creative ways to overcome obstacles, at times with limited resources, while keeping our eye on the objective: helping students achieve their goals, providing crucial public service, and advancing life-changing research and discovery.

We hope you are inspired by what we do and are excited to contribute to our mission. We are looking for candidates who do great work, and we hope they come from a number of different backgrounds and experiences. We aspire to build an increasingly diverse, equitable, and inclusive workplace. We encourage you to apply even if you do not believe you meet every qualification for the position but possess transferable skills and experiences.

More information can be found at https://advancement.ucsc.edu

JOB SUMMARY

Under the general supervision of the Operations Human Resources Manager and the Senior Director of Talent Development and Chief of Staff, the incumbent independently performs a wide variety of development-related activities for their assigned academic divisions, including donor stewardship, coordinating development meetings, events, and activities, gift acceptance, and communications (including developing presentations and collateral and website management). The incumbent also performs financial and data management, team support, and office management. Handles sensitive documents and information that require complex problem solving, confidentiality, and discretion with minimal supervision. Proactively and readily assumes ownership for the execution of all responsibilities and duties associated with the role. Develops and utilizes advanced knowledge of university infrastructure, and independently interprets campus and UC Office of the President policies and procedures.

The incumbent must have a clear understanding of the overall campus, an appreciation of the academic mission, and a thorough understanding of University Advancement's divisional objectives. They should possess the insight, tact, and diplomacy to foster effective relations with staff, students, the public, government offices, and the press.

The position requires the ability to respond flexibly and positively in all circumstances, to cope with ambiguity, to work effectively under pressure, and to manage regularly shifting priorities in a dynamic environment with frequent interruptions and deadlines. This is an opportunity to be a part of an optimistic, cohesive team in a professional and challenging work environment.

APPOINTMENT INFORMATION

Budgeted Salary: $29.38 - $32.19/hour. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX Union

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

45% - Donor Outreach and Fundraising Support

• Coordinate the preparation and submission of correspondence or reports related to proposals, grants, gifts, pledges, donor recognition, stewardship, and other activities by gathering data, writing, designing, producing, compiling, and/or distributing written reports or profiles.
• Provide support in the coordination of donor cultivation, donor recognition, and/or special events by making arrangements or providing administrative or other on-site assistance. Assist in the development and coordination of mailing lists.
• Receive and process gifts through secure and confidential handling of money and checks by working with divisional research accountants and University Advancement's gift administration in designating gifts appropriately.
• Track gifts and the appropriate level of "thank you" letters for the respective Division. Compose the "Thank You" letters and other correspondence for the respective Dean's and/or development officers' review and signature.
• Assist with the planning and mailing of materials for endowment reports to donors by compiling the impact reports from fund recipients. Acknowledge and track responses from donors.
• Coordinate development-focused meetings and occasional events. Develop guest lists, invitations, catering, and travel. Liaise with University Events if/when they are involved.
• Work directly with Department Managers and Chairs to provide gift reports as appropriate.
• Help to maintain the accuracy of the divisional giving pages and other outward-facing development-related pages on the respective Divisional website.

35% - Administrative Support/Office Management

• Liaise with respective divisions and Dean's Executive Assistants as well as Department Managers regarding Divisional committee participation and meetings.
• Provide a wide range of administrative support, to include office operations, support for the Development Officers, complete and process all financial documents, i.e., travel expenses, reimbursement requests, purchase requests, etc.
• Independently organize and maintain an efficient operating environment for the development office. Screen incoming calls and either refer or, as appropriate, independently resolve problems, provide information, take messages, or redirect inquiries to other staff members, at all times using discretion and protecting confidentiality. Make photocopies, send faxes, scan, and file documents.
• Train or supervise volunteers and student workers for projects, as required.
• Maintain an electronic calendar to schedule, confirm, and handle all appointments, meetings, and events for the Directors of Development, exercising independent judgment. This includes a high volume of meetings with University Advancement staff, university officials, and donors, as well as committee and group meetings. Perform all conference and travel arrangements. Demonstrate a high level of initiative in planning and performing advanced preparations for the Director of Development's appointments and meetings.
• Review and distribute all incoming mail, establish priorities, redirect to appropriate staff, or independently respond to routine inquiries via correspondence. Draft correspondence, either independently or from oral instructions. Proofread and edit correspondence, reports, etc., for correct grammar, punctuation, spelling, and accuracy.
• Independently monitor office budget, verify monthly expenses, and resolve discrepancies. Make recommendations to the director for the annual budgeting process. Suggest alternatives to help reduce expenditures and increase efficiency. Complete and process all financial documents, i.e., travel vouchers, reimbursement requests, purchase requests, etc.
• Interact with the office of the Associate Vice Chancellor for Philanthropy to coordinate activities requiring a signature, feedback, etc. Communicate with other Development Assistants to establish best practices, share resources, and facilitate good communication among the development offices.
• Act as back-up for other administrative support staff, assisting other senior members of the University Advancement team when necessary.

15% - Information Management

• Develop and maintain filing and tracking systems and computerized data systems for pertinent projects, solicitations, and constituents. Create databases, spreadsheets, and information logs and filing systems for constituency listings, special projects, programs, and files. Make recommendations for the enhancement of established systems and the introduction of new systems. Compile, assess, and synthesize information into ad hoc or regular reports. Update information regarding academic and research programs and campus services.
• Update the database by recording contacts, visits, meetings by respective development officers and/or dean. Help Information Management unit maintain the accuracy of donor data in AQ following appropriate protocol for inputting or requesting updates to information.

5% - Communication

• Collaborate with communications staff to ensure development/fundraising highlights are included in the school's electronic newsletter, with a mind toward fundraising and the Dean's priorities. This may include writing short articles.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Demonstrated successful and increasingly complex administrative experience.
• Experience using computers with speed and accuracy for word processing, spreadsheets, mail-merge, database record entry, electronic mail, and Internet searches, with ability and willingness to learn new systems and software programs.
• Experience in coordinating and scheduling logistics for small and large group meetings and events.
• Experience setting up and maintaining electronic filing systems.
• Excellent interpersonal skills with the ability to work with a myriad of people of differing temperaments, socioeconomic backgrounds, and political/ethical philosophies, and to be tactful, diplomatic, and attentive in personal contacts with donors, external constituencies, and university personnel.
• Excellent organizational, time management, and decision-making skills to prioritize work, meet deadlines for simultaneous projects, make decisions using independent judgment, and adapt to evolving priorities and goals.
• Excellent verbal communications skills, to effectively convey information to individuals at various organizational levels, both internally and externally.
• Excellent written communication skills, with the ability to compose clear, concise materials and correspondence or other materials, and edit for correct grammar, spelling, punctuation, and accurate proofreading.
• Knowledge of and/or the ability to learn the principles of fundraising and institutional advancement.
• Knowledge of and/or the ability to learn and apply comprehensive detailed knowledge of University policies and procedures, including the campus budgeting processes and its financial information systems.
• Ability to maintain the highest degree of sensitivity and confidentiality of donor information and discretion with regard to donor and personnel matters.
• Follow directions and pay strict attention to details and deadlines.
• Take a project from conception to completion with little supervision.

PREFERRED QUALIFICATIONS

• Proficiency in all data systems.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Ability to work occasional evenings and weekends as directed.
• Must be able to travel on behalf of University business.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy
  • Abusive Conduct in the Workplace

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.