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Advancement Officer I - Advancement Services Officer I

Position Number: 5676697
Location: El Paso, TX
Position Type: Development and Fund Raising

Advancement Officer I - Advancement Services Officer I

Job ID: 12347
Location: El Paso, TX
Full/Part Time: Full Time
Regular/Temporary: $RegTemp

About UTEP

UTEP is a comprehensive public research university that is increasing access to excellent higher education. We advance discovery of public value and positively impact the health, culture, education, and economy of the community we serve.

The University of Texas at El Paso is America's leading Hispanic-serving university. Located at the westernmost tip of Texas, where three states and two countries converge along the Rio Grande, 84% of our 24,000 students are Hispanic, and more than half are the first in their families to go to college. UTEP offers 172 bachelor's, master's and doctoral degree programs at the only open-access, top-tier research university in America.

UTEP Institutional Advancement Website

About Institutional Advancement

Our team works cohesively to build strategic relationships, keep alums connected to the University, and match philanthropic goals with institutional priorities to advance, support, and sustain the University's mission. Our division relies on the constant collaboration of our departments - Advancement Services, Development, and Strategy & Engagement.

With a growing team and vastly unrealized fundraising potential, we had our third straight record-breaking year last year and are poised for continued growth and success. Maintaining that momentum, we are excited to continue implementing innovative ways to extend our reach and impact. As America's leading Hispanic-serving university, the University of Texas at El Paso (UTEP) is dedicated to increasing access to excellent higher education and positively impacting the community we serve. At Institutional Advancement (IA), we know that our success is built on the contribution of a diverse team in its people, thoughts, and experience. Our culture of care and inclusive excellence is more than a commitment at UTEP IA-it is the foundation of all we do.

Read on to understand who we're looking for in this role, what you'll do, and the skills and experiences we're after. Please use your cover letter to tell us about your interest in UTEP and Institutional Advancement and what you hope to bring to this role.

About the Finance and Business Services Unit

The Finance and Business Services unit provides both administrative and operational support for the division's advancement initiatives and fundraising efforts. This includes financial management, travel, reimbursements, and vendor management.

Position Information

Hiring Department: Institutional Advancement

Posting End Date: Open until filled. This posting may close once a sufficient number of qualified applications have been received.

Hours: 40 hours per week, standard Monday- Friday 8:00am- 5:00pm

FLSA status: Exempt

Earliest Start Date: As soon as possible.

Salary: $40,000 annually

Work Modality: Hybrid - Institutional Advancement is seeking a candidate within a commutable distance from campus.

Required Application Materials:

Resume
Cover Letter
List of three references

The primary accountabilities are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Incumbents may perform all or some of the primary accountabilities listed. Specific tasks or responsibilities will be documented in the incumbents' performance objectives as outlined by the incumbents' immediate supervisor or manager. This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes the employer to obtain criminal history record information. A valid driver's license issued by the State where the applicant resides and insurability as defined in UTS 157 may be required to perform the position's essential functions.

Purpose of Position

Summary of Position:

Who We Want

As we grow our Finance and Business Services unit, we are looking for a highly collaborative individual with a passion to contribute and support various areas of the Advancement Services team. Whether it's processing purchase orders, conducting monthly accounting reconciliations, or maintaining inventory, you're able to stay organized while juggling multiple projects, people, and priorities.

You also embody an unending commitment to positively contributing to our team culture; we all commit to making UTEP IA a great place to work. You have tenacious optimism and a goal-oriented, growth mindset, with the ability to remain flexible and develop creative solutions in pursuit of always maintaining forward momentum. You thrive in a dynamic environment, continually balancing competing priorities. You have the ability to work independently and collaboratively, supporting the success of all colleagues and prioritizing UTEP's overall goals above personal achievement.

What You'll Do

Reporting to the Associate Director of Finance and Business Services, with a dotted line to the Associate Vice President for Advancement Services, and working closely with other Institutional Advancement units, you'll be responsible for tracking all payments and expenditures, including payroll, purchase orders, invoices, statements, and interdepartmental transfers while maintaining a high degree of confidentiality on all sensitive information.

Your duties will also include the maintenance and organization of filing and archive systems to facilitate the expeditious retrieval of information. You'll reconcile processed work by verifying entries and comparing system reports to balances. Additionally, you'll handle the timely and accurate processing of financial paperwork, including payment vouchers, reimbursements, purchase requisitions, contracts, obtaining quotes from vendors, monthly credit card reconciliation, and monthly and yearly account reconciliation. You will also handle travel authorizations and compile documents for travel-related meetings and conferences.

In collaboration with the Business Intelligence unit, you'll support our data integrity efforts through projects including filling clippings, obituaries, and correspondence in prospect and donor files (P&D) housed in our centralized filing system, Laserfiche. You'll also update information such as deceased records, address changes, and undelivered mail.

As an administrative point person for the Advancement Services management team; you may be tasked with calendaring, meeting preparation, and smaller projects as needed. You'll be managing several high-priority tasks at the same time. You must be able to decipher between urgency and importance - and, more importantly, how to shift and reprioritize projects that fall under the category of both!

Essential Functions:

Performs a variety of assignments and analyses that impact the Advancement function.

Coordinates donor and funding efforts, services, events, programs, etc. as assigned.

Understands key functional drivers and uses this understanding to accomplish/complete own work.

Solves problems in straightforward situations.

Analyzes potential solutions using experience, judgments, and precedence, providing input and recommendations.

Impacts the quality of work and the work of others on the team, ensuring efficient workflows, productivity, etc.

Assists in the development and implementation of advancement strategic plans according to plan and/or with guidance.

Works within standardized functional procedures and practices to achieve objectives and meet established deadlines.

Performs a variety of tasks such as: researching and analyzing data and preparing reports/findings; planning and coordinating events, programs, or services; maintaining data records; processing forms and requests, etc.

Solves routine and complex problems and identifies new, less obvious solutions and/or provides recommendations.

Impacts the quality, timeliness, and effectiveness of the team through planning, organization, coordination, and occasional oversight.

Uses discretion to modify work practices and processes to achieve results and/or improve efficiency.

Knowledge of all Microsoft Office software and able to learn and use institutional software systems.

Complies with all State and University policies.

Other duties may be assigned; specific roles may have additional responsibilities due to the nature of the specific role/division/unit.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Required Qualifications:

Education: Bachelor's Degree

and

Experience: 1 (one) year of related experience in an administrative or financial support role, and training to the statement of duties and responsibilities; or equivalent combination of education and experience.

Preferred Qualifications:

Experience in a non-profit organization and/or higher education fundraising setting

Experience using project management platforms (we use Asana)

Experience working with third-party vendors

Additional Information

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee must frequently stand and walk. The employee must regularly sit; use hands to feel; reach with hands and arms; and talk or hear. The employee must lift and move up to 25 pounds.

The noise level for this work environment is usually moderate.

In keeping with its access, excellence and impact mission, The University of Texas at El Paso is committed to an open, diverse, and inclusive learning and working environment that honors the talents, respects the differences, and nurtures the growth and development of all. We seek to attract faculty and staff who share our commitment.

The University of Texas at El Paso is an Equal Opportunity / Affirmative Action Employer. The University does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, genetic information, veteran status, or sexual orientation and gender in employment or the provision of services in accordance with state and federal law. Discrimination on the basis of sex includes an employee's or prospective employee's right to be free from sexual harassment under Title IX of the Higher Education Amendments of 1972.

For accommodation information for employees and applicants with disabilities, please contact UTEP's Equal Opportunity Office at eoaa@utep.edu.

To apply, visit https://zahr-prd-candidate-ada.utshare.utsystem.edu/psp/ZAHRPRDADA/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=2&JobOpeningId=12347&PostingSeq=1