Administrative Associate for Principal Gifts

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Santa Clara University
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Human Resources
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Administrative Associate for Principal Gifts

Santa Clara University

Department: Development Principal Gifts

Part Year: No

FLSA Status: Non-Exempt

Standard Hours (hours per week):

Position Purpose:

The Administrative Associate for Principal Gifts will provide logistical, programmatic and high-level administrative support for the AVP of Principal Gifts and the Principal Gifts Department. He/she will assist with the administrative activities and operational components associated with the department, and will lead, track and participate in projects and initiatives that advance the objectives of the Principal Gift program and the goals of the division. He/she will provide high-caliber, professional customer service to donors, alumni, faculty, staff and other members of the community, build and maintain relationships with individuals conducting business with and for the University, and will serve as liaison with internal and external contacts and represent the department as directed.

The diversity of workload requires leadership, flexibility, confidence, efficiency, attention to detail, and the ability to prioritize tasks and meet deadlines for a wide variety of assignments. This position also requires tact, diplomacy and confidentiality in dealing with members of the University community and the University's top donors.

The Administrative Associate for Principal Gifts plays a vital role in the successful growth of the Principal Gifts program. He/she will manage and triage workflow supporting Principal Gift fundraising efforts. This position requires strong project management skills, technical skills and experience in guiding project work in support of Principal Gifts efforts. This role requires intelligence, experience, sensitivity, diplomacy and an understanding of high-level relationship building and strategies involved in securing complex gifts.

The ideal candidate will be comfortable engaging in conversation with Development staff around strategic fundraising initiatives.

Essential Duties and Responsibilities:

1. Responsible for complex calendar management including scheduling and logistics of donor meetings, visits and events; coordinate and schedule activities with other executive-level administrative staff supporting the President, Provost, Vice Presidents and other campus administrators. Independently prioritize calendar activity requests and effectively and respectively coordinate with a range of individuals.

2. Coordinate all information, material and recordkeeping for and about donors and prospects at the Principal Gift level. Assist in the oversight of a systematic tracking program for the University’s highest-level donors.

3. Prepare specialized briefing materials for principal gift prospects and donors for use by the President and President’s Staff, Chancellor, Vice President of University Relations, the AVP for Principal Gifts and Deans/Directors, as needed. Materials will be used for cultivation, solicitation, and stewardship of Principal Gift prospects.

4. Assist in the editing of correspondence, briefings, proposals and reports.

5. Collaborate with Donor Relations and the University Protocol and Events offices in the planning and implementation of unique events expressly tailored to the interests of the very highest capacity prospects/donors.

6. Interact responsively, intelligently and cordially with Principal Gift constituents.

7. Make travel accommodations and arrangements for the AVP, Principal Gifts.

8. As part of the budgeting process, submit and reconcile expenses for the AVP , Principal Gifts and all Principal Gifts Department activities, according to University policies and procedures.

9. Capture and record Principal Gift activities and prospect information in the CLARA donor database, including face-to-face activities of the AVP , Principal Gifts and other University personnel interacting with principal gift prospects/donors. Routinely run reports and gather information from CLARA .

10. Create and maintain prospect files with up-to-date information on progress toward prescribed strategies.

11. Monitor and manage accuracy of performance and activity reports.

12. May have occasional front desk duty.

13. Other projects and duties as assigned.

Provides Work Direction:



To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

Physical Demands:

a. Considerable time is spent at a desk using a computer terminal

b. May be required to travel to other buildings on the campus

c. May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations

d. May be required to occasionally travel to outside customers, vendors or suppliers

Work Environment:

a. Typical office environment
b. Mostly indoor office environment
c. Offices with equipment noise
d. Offices with frequent interruptions


a. Strong working knowledge and understanding of fundraising and donor relations concepts, principles, procedures and techniques.

b. Knowledge and experience in using technology to enhance communications as well as operational efficiencies in the office.

c. Experience with relational database.

d. Knowledge of budgetary procedures.

e. Understanding and appreciation of the mission of Santa Clara University and the vision and values of a Jesuit Catholic educational institution.


a. Excellent written and oral communication skills, preferably demonstrated in an academic setting.

b. Demonstrated skill and experience with Google calendar and G-mail or similar application; advanced skills in MS Excel and Word. Ability to execute complex database processes.

c. Ability to conduct and analyze research.

d. Effective analytical skills to elicit information.

e. Demonstrated interpersonal skills and the ability to collaborate, build alliances, and achieve results within a population that may possess competing interests, opinions, and/or expectations.


a. Ability to motivate, build long-term relationships with and gain the respect of internal and external colleagues and donors.

b. Demonstrated ability to manage time and work load to multitask and achieve goals in a deadline driven environment while maintaining a strong attention to detail and accuracy.

c. Must be goal-oriented and a self-motivated individual who can demonstrate accountability, initiative, creativity and focus in a rapidly changing and intellectually stimulating environment.

d. Ability to demonstrate sound judgment in situations requiring independent decision-making and in handling confidential and sensitive material.

e. Ability to demonstrate a genuine appetite to contribute to a collaborative and professional team environment with a positive attitude, sense of humor and flexibility.

f. Ability to take initiative, present options, and anticipate outcomes; to work with both urgency and calm; the ability to juggle multiple projects simultaneously; flexibility; and comfort working in a fast-paced and changing environment.

Education and/or Experience:

Bachelor’s degree required
Minimum of five years’ professional experience in an administrative function, preferably in a non-profit organization, higher education institution or related field.

Salary Information:

Close Date:

Open Until Filled: Yes

Special Instructions to Applicants:

To view the full job posting and apply for this position, go to

About Santa Clara University

Santa Clara University is a comprehensive Jesuit, Catholic university located in California’s Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master’s, Ph.D., and law degrees.

Distinguished by the highest retention rate and ranked second among all master’s universities in the West by U.S. News and World Report, Santa Clara University is California’s oldest operating institution of higher-education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.

Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. The University will provide reasonable accommodations to individuals with a disability.

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website at To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

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