Operations and Donor Services Administrator - Athletics

PROJECT POLICY ANL 2 (007397)

UCPath Position ID: 41167269

Position Description History/Status

Approved Date:

5/8/2025 7:43:55 PM

Date Last Edited:

5/8/2025 7:43:52 PM

Last Action Effective Date:

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:

41167269

Position Description ID

239584

UC Payroll Title:

PROJECT POLICY ANL 2 (007397)

Business Title:

Operations and Donor Services Administrator - Athletics

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 19

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

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:

40065250

Reports to Payroll Title:

Fundraising Manager 3

UCPath Department Head Position Number:

40037218

Department Head Payroll Title:

VC Development and Univ Relations

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

UCLA's sports championship history stands out as one of the most impressive of any university. Built on a foundation of student athletes that perform at an elite level in their sports, studies and public service, philanthropy makes their achievements possible.  As the Operations and Donor Services Administrator, you will work closely with the Executive Senior Associate Athletic Director/Chief Development Officer, Athletics to manage/provide donor operations and services, stewardship support and program development and develop processes and policy for the Athletics' team fundraising support.  In this role, you will analyze and assess current athletics donor operations and services existing policies, programs and issues, advance high priority initiatives/projects and research/implement new systems and programs for fundraising operations. 

As the Operations and Donor Services Administrator, you will analyze/manage moderately complex projects and issues, gather data, find/evaluate alternates and make sound recommendations related to our donor operations and services, stewardship programs/initiatives and development of sound department processes/policies. Responsibilities of this position include but are not limited to, coordination of overall annual giving ticket operations; providing exemplary concierge-like services to ensure seamless donor experiences; supporting the development and management of stewardship activities and developing/expanding policies and processes for more streamlined and efficient operations. You will also create/provide support for website development and other team projects. This is a great opportunity to leverage your strong analytical and critical thinking skills, dedication to providing exceptional customer service to our constituents, keen attention to detail, and your organizational and interpersonal skills. As a valued member of our team, you will be given the guidance, inspiration and resources to excel in a supportive environment.

**Please note, this position will be required to initially be on-site with the option of working remotely a designated number of days at a later date/time.**

Program Operations and Donor Services

1. Collaboratively and strategically analyze current donor operations and services, recommend/ implement actions to facilitate/achieve long-term program goals.

2. Gather/assemble data on assigned operational/donor services issues to prepare reports/provide analysis; collect/prepare information for use in discussions/meetings with internal/external constituents.

3. Provide analysis in support of program operations and participate in project planning and development to expand overall program operations and donor services.

4. Management of overall annual giving ticket operations and post season activity.

5. Partner with central ticketing office to ensure a seamless experience for premium seat donors; provide concierge-like service to WAF donors.

35%

6. Manage all incoming donor calls, emails and requests, directing to Sr. Director, Stewardship as appropriate; trouble-shoot donor operations/services issues.

7. Troubleshoot donor operations/services issues and develop systemized solutions for future occurrences.

8. Provide recommendations and guidelines involving operational/donor services related programs and initiatives; coordinate programming with Exec. Sr. Assoc. AD/CDO, Asst. AD, Development and Sr. Director, Stewardship.

9. Create/provide support for website development.

0%

Stewardship

1. Support Sr. Director, Stewardship in development of a comprehensive stewardship program; manage donor related meetings, events, communications and other stewardship initiatives and projects.

2. Partner with events team to staff and create premiere hospitality experiences at football and basketball games.

3. Gather data to create impact reports and scholarship recipient profiles.

4. Various other stewardship activities including plaquing, tours, creating connection with teams, coaches, student-athletes, etc.

5. Maintain active awareness of donors/prospects and their interests to facilitate communication between Exec. Sr. Assoc. AD/Chief Development Officer, Athletics leadership and fundraisers to acknowledge gifts and encourage propensity to give.

30%

Process and Policy Assessment/ Development

1. Review current processes, procedures and policies to assess efficiency; work with Exec. Sr. Assoc. AD/CDO to recommend/implement changes as needed.

2. Develop a streamlined process for regular/post season ticket requests.

3. Develop a process for documentation and create shared file system.

4. Streamline communication in a shared environment utilizing multiple communication platforms.

5. Develop an efficient process for purchase orders and approvals.

6. Assist with process for NIL donor acknowledgement, experience and engagement.

7. Regularly review, assess and suggest new processes, policies and procedures to help advance efficiency of team operations.

30%

Rules Compliance

The DIA is governed by the NCAA, BIG Ten, and the University of California.  As an employee of the DIA, incumbent is required to comply with the applicable rules, regulations and policies of those organizations.

1. Remain current with and abide by the rules and regulations of the NCAA, Big Ten, University, and DIA.

2. Review and retain all rules compliance documentation disseminated by the DIA Compliance office as it relates to changes and updates to, and rulings on the current rules and regulations.

3. Report all NCAA/Big Ten violations per DIA policy.

4. Consult with DIA Compliance Administrative Staff regarding any rules and regulations in question.

5. Attend training classes as necessary.

6. Complete the annual Athletically Related Income form as required per department policy.

5%

7. Comply with all Federal, State, University and Department requirements established pursuant to Title IX, including the mandatory reporting requirements for a "Responsible Employee."

8. Comply with California State Child Abuse & Neglect Reporting Act (CANRA) Law and adhere to mandatory reporting guidelines.

0%

•

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

Bachelor's Degree

Preferred

Minimum of two years’ experience in an operations, donor relations or highly constituent driven related role such as sales, marketing/ business development, preferably in a large complex organization.

Required

Strong customer service approach with demonstrated experience delivering a consistently high standard of customer service, anticipating needs and responding quickly and thoroughly to requests.

Required

Experience executing processes, procedures and workflows; ability to provide innovative and constructive suggestions for improvement and efficiency.

Required

Prior experience working with ticketing systems is highly desirable.

Preferred

Prior experience in higher education, non-profit and/or athletics.

Preferred

Ability to think and plan strategically and creatively with strong analytical and organizational skills; ability to assess processes, practices and procedures and to develop innovative, credible solutions, make recommendations and implement change to achieve unit goals.

Required

Working knowledge of applicable policy analysis and development techniques.

Required

Strong verbal and written communication skills.

Required

Results oriented with a strong sense of urgency and effective time/project management skills; ability to independently plan, organize, prioritize and work on multiple assignments simultaneously with a high level of accuracy and meet deadlines under minimal direction.

Required

Demonstrated ability to use sound judgment in responding to issues and concerns; diplomatic with skill in using discretion in sensitive situations; ability to handle confidential matters with tact and handle/maintain confidential information.

Required

Well-developed interpersonal skills to build relationships and work harmoniously with a wide variety of internal/external constituents.

Required

Ability to work well as part of a team and collaboratively toward common goals to further the fundraising goals and objectives of UCLA Athletics.

Required

Proficient in Microsoft Office and cloud-based systems/computing as well as familiarity with other applications, programs and databases as needed with a willingness to learn new technologies in a prompt and efficient manner.

Required

Engaged, focused and goal oriented with a high level of initiative and energy and a strong ability to maintain an optimistic outlook.

Required

Ability to adhere to and comply with NCAA, Big Ten Conference and university rules and regulations or equivalent compliance experience.

Required

Ability to provide/assist with website updates/development.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

Ability to work evenings and/or weekends to attend events during regular seasons.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Morgan Center

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.