Fundraising Assistant, Medical Education and Scholarships

BLANK AST 3 (004722)

UCPath Position ID: 40087354

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

500503

Approved Date:

7/6/2025 11:26:00 AM

Date Last Edited:

7/6/2025 11:25:57 AM

Last Action Effective Date:

6/20/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6300O

Organization:

EXTERNAL AFFAIRS

Division Code:

6310D

Division:

EXTERNAL AFFAIRS DIV

Department:

404500 - DEVELOPMENT

Position Details

UCPath Position Number:

40087354

Position Description ID

164613

UC Payroll Title:

BLANK AST 3 (004722)

Business Title:

Fundraising Assistant, Medical Education and Scholarships

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40069126

Reports to Payroll Title:

Fundraiser 4

UCPath Department Head Position Number:

40051120

Department Head Payroll Title:

Fundraising Manager 2

CLOSE SUPERVISION - Indicates that the incumbent is assigned duties according to specific procedures. Work is checked frequently, and in addition there may be formal training.

POSITION SUMMARY

Build a rewarding career that supports scholarships, research and university initiatives through fundraising for Medical Education and Scholarships at the David Geffen School of Medicine at UCLA. This entry-level position supports fundraisers and is a great opportunity to learn about fundraising and develop your career goals through our training, mentoring and professional development programs. As a Fundraising Assistant, you will build meaningful relationship with donors and colleagues by assisting with event and travel planning, scheduling meetings, drafting correspondence, responding to inquiries, and managing information. Our team is committed to excellent customer service that creates positive relationships and experiences for our donors, faculty, staff, alumni, and other key constituents.

We invite you to apply to be part of a dynamic team in a supportive environment where you can use your organizational and interpersonal skills and attention to detail to help raise donations for UCLA. While you may not meet 100% of this job's qualifications, if much of this job and qualifications describe you, then you are highly encouraged to apply.

Administrative

1. Help maintain Sr. Director, Development’s calendar; schedule/confirm meetings; assist with meeting preparation.

2. Manage unit projects/communications.

3. Review/screen incoming mail/calls, independently provide info, initiate action, take messages or direct calls to other staff as appropriate.

4. Organize, maintain and establish volunteer, donor/prospect files; update/track donor records in CRM Blackbaud.

5. Draft letters/routine business correspondence; oversee stewardship activities, such as mailing/emailing of weekly acknowledgement letters.

6. Arrange courtesy parking; provide donors/volunteers with parking permits as needed.

7. Assist fundraisers with cultivation/solicitation efforts (gather info, assemble materials, track status/results of personal visits/contacts).

60%

8. Maintain active awareness of donors, prospect, and volunteers and their interests and corresponding projects, in order to facilitate communications.

9. Research information for the development officers, as requested, using CRM, Tableau, library files, the Internet and other resources.

10. Effectively communicate, written or verbally, to donors and volunteers on behalf of the development officers.

11. Research and propose solutions in response to problems and/or requests made by potential donors, donors and volunteers.

12. Coordinate meetings, to include making necessary location arrangements, coordinate distribution of materials, attend meetings when appropriate, and take minutes as required; also attend events as needed.

0%

13. Make travel arrangements both domestically and internationally and submit expense reports in compliance with university policy.

14. Oversee purchasing and accounts payable for the development/alumni relations accounts, verify and process invoices for payment, ensuring compliance with university policy both domestically and internationally.

15. Handle processing and dissemination of confidential materials with discretion.

16. Assist fundraisers with preparation of reports for donors on status and usage of endowed funds.

17. Ensure that information on beneficiaries of donor-established funds and programs is collected and filed.

0%

Stewardship

1. Ensure that information is collected, computerized and filed on beneficiaries of donor established funds and programs.

2. With the Senior Director/Associate Director, Development, prepare reports for donors on the status of endowed funds and uses of the funds.

3. Schedule and organize small events, such as luncheons and teas, at which the donors can meet the beneficiaries of the gifts; provide timely post-event follow-up, as needed.

25%

Budget/Financial

1. Prepare and process accurate expense reports, travel vouchers, check requests, recharge forms, invoices and other standard financial forms in compliance with university requirements.

2. Assist Senior Director, Development in preparation of budget and financial reports.

15%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Excellent verbal and written communication skills.

Required

Ability to learn and deliver customer service skills such as interacting in a friendly, professional manner and responding quickly and appropriately to requests.

Required

Ability to maintain confidentiality and to use discretion.

Required

Proficiency with business software such as Google docs, Google forms, Word, Excel, and Outlook, and databases.

Required

Excellent interpersonal skills to develop and maintain collaborative working relationships.

Required

Ability to work as part of a team, be detail oriented, organized and meet deadlines.

Required

Ability to research, gather, analyze, and synthesize information from sources such as online searches, databases and files.

Required

Ability to exercise independent judgment, take initiative, be resourceful and make decisions.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Must be able maintain a reliable and predictable work schedule including ability to work occasional evenings and/or weekends.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Non-University Setting(s)

Location:

Wilshire Glendon offices

Standing/Walking

X

Sitting

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical Skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.