Assistant Director of Operations, Development

Job Posting Title:

Assistant Director of Operations, Development

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

GENERAL NOTES

Dell Medical School is seeking a Assistant Director of Operations, Development.

PURPOSE

The UT Dell Medicine Development Team is seeking a highly skilled Assistant Director of Operations to provide comprehensive executive, programmatic, and operational support. This pivotal role involves close collaboration with the Senior Associate Vice President and Chief Development Officer and the Senior Director for Development, Operations, Finance, and Talent Development. The successful candidate will play a crucial role in advancing the dynamic mission of UT Dell Medicine to revolutionize healthcare.

 

RESPONSIBILITIES
Executive Calendar Management, Meeting Coordination, and Team Support

• Efficiently manage and coordinate the calendars of the SAVP / CDO and Senior Director, scheduling meetings with donors, development team members, university leaders, faculty, and leadership. Prepare for daily needs and challenges, ensuring optimal scheduling and time management.
• Assist the SAVP and Senior Director with meeting preparation and follow-up, including taking notes, drafting correspondence and briefings, editing letters and reports, preparing agendas and handouts, making room reservations, arranging catering, and making travel arrangements.
• Assist other team members as needed, contributing to a collaborative and efficient work environment.
• Perform other related functions as assigned to support the dynamic mission of UT Dell Medicine.

Project Management, Content Creation, CRM Management

• Provide project management assistance to the SAVP and Senior Director, supporting the launch and implementation of various projects that drive fundraising initiatives and priorities.
• Create high-level content for communications and slide decks for team meetings, donor correspondence, donor briefs, and other strategic documents.
• Create, pull, and synthesize reports as needed to support data-driven decision-making.
• Update records in the Customer Management System (CRM), ensuring donor data is accurate and up to date.
• Intranet and Document Management by maintaining and updating the UT Dell Med Development pages and SharePoint folders, conducting regular audits to ensure information is current.
• Assist the Senior Director in the creation, execution, and issuance of all Gift Agreements for the UT Dell Medicine Development Team.
• Demonstrated proficiency using AI-enabled tools to pull, analyze, and synthesize fundraising and donor data, producing actionable reports and insights that support advancement strategies and decision-making.

 

Finance Training and Procurement Management

• Support the Senior Director in training Development Associates in finance processing, providing aid when needed, and managing approvals and submissions in their absence.
• Assist the Senior Director with all procurement processing for the operations team, ensuring timely and accurate handling.
• Assist the Senior Director with providing operational and procurement support to the Events and External Relations team.

Talent and Professional Development

• Coordinate talent and professional development opportunities for the development team, including organizing yearly retreats, specialized training opportunities, and monthly lunch and learns with UT Dell Medicine leadership and faculty.
• Manage a Development Team Culture Committee, scheduling 3-5 events per year that will focus on team building and collaboration.
• Provide logistical and strategic support in recruitment, interview management, and new employee onboarding.
• Partner with SAVP / CDO and Senior Director to identify emerging skill gaps, succession planning needs, and leadership development opportunities, helping to strengthen workforce readiness and employee engagement.

Other duties as identified by department 

Marginal or Periodic Functions:

• Adheres to internal controls and reporting structure.
• Performs related duties as required.
• Support special projects and initiatives as needed.
• Participate in professional development opportunities to stay current with industry trends.

 

KNOWLEDGE/SKILLS/ABILITIES

• Experience maintaining calendars and schedules for multiple administrators, composing and/or editing correspondence, creating spreadsheets and/or working with databases. Experience in working in complex environments with senior leadership. Demonstrated ability to manage multiple tasks and handle pressure under tight schedules and work as a team member. Demonstrated attention to detail. Excellent verbal, written, and interpersonal communication skills. Demonstrated excellent relationship building. The ability to creatively and resourcefully solve problems. High level of professionalism and customer service. Excellent writing skills. Experience supporting senior administrators, faculty, and gift officers. Proven project management skills. Demonstrated ability to think strategically and creatively, work well under pressure, and manage details of several concurrent projects. Experience using reporting tools, design software, and donor management software. Proficient in MS Word, PowerPoint, and Excel.

 

EDUCATION & EXPERIENCE

MINIMUM QUALIFICATIONS:

Requires a Bachelor's Degree with at least 4 year(s) of experience in strategic planning, operations, fundraising, nonprofit work or corporate administrative work. 

 

PREFERRED QUALIFICATIONS:

Bachelor's Degree in  with at least 4 year(s) of experience in health care, research, education, and community impact with three or more years of increasing responsible project management experience or development experience. Demonstrated experience interacting with key university constituents, alumni, and donors as well as with university administrators, deans, faculty, and staff in providing good client and customer service. Experience with VIP, Salesforce, Raisers Edge (or similar CRM software) and Financial Management Systems. Proficiency in University of Texas policies, rules, and procedures is preferred.

LICENSES, REGISTRATIONS OR CERTIFICATIONS

REQUIRED:

• None specified.

  

PREFERRED:

• Certified Fund-Raising Executive (CFRE) or similar certification.

Salary Range

$63,000+ depending on qualifications 

WORKING ENVIRONMENT/EQUIPMENT

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Use of manual dexterity.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.