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A full list of employment opportunities with both the Department of Astronomy and McDonald Observatory can be found via the links below. For openings at the Observatory, select 'McDonald Observatory' as the hiring organization. Listings will include both Austin and Fort Davis, TX.


Jobs will be posted here when open.

 

Membership Relations and Events Planning Coordinator

 

The person in this position is responsible for advanced program administration and coordination of membership and constituent relations on behalf of McDonald Observatory and in support of the Astronomy Program, including the support groups: Board of Visitors, Friends, and Orion. They will provide event management for donor recognition events.

Job Details:

Must be available for local daytime travel, overnight travel, and to work occasional evenings and holidays. Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Responsibilities
  • Manage development related information systems, ensuring accuracy of data in multiple systems including the Astronomy Program's database and UT’s donor database. Assist in timely and accurate reports, letters, and communications, including processing donor related gifts, track pledges and gifts, write acknowledgment letters, prepare pledge reminders and mailings, and prepare deposits to UT gift processing.
  • Communicate with donors and potential donors about McDonald Observatory; ability to respond professionally to donor inquiries.
  • Develop, coordinate, and execute onsite coordination for donor events in collaboration with leadership to cultivate strong relationships between the Astronomy Program and the donors. Organize visits, logistics, tours, guest lists, invitations, and tracking RSVPs. Coordinate procurements, contracts, travel itineraries and reimbursements, entertainment expenses in collaboration the with the business office and in compliance with UT policy and procedures.
  • Promote a positive and collaborative working environment focusing on customer service and quality work product. Work closely with West Texas staff for events hosted at the observatory and with the UT community for on-campus events.
  • Prepare and produce materials, including meeting agendas, brief reports, information packets and follow-up meeting items.
  • Responsible for research, planning, proposal development and submission for education and outreach, and monitoring and reporting on grants. Identifies new foundations and individual donor prospects. Produces annual education and outreach report for donors and prepares annual correspondence to steward endowments.
Required Qualifications
  • Bachelor’s degree.
  • Five years of successful demonstrated program administration or program coordination experience.
  • Two years of experience assisting with fundraising programs, working for a non-profit organization, or performing complex administrative functions.
  • Outstanding expertise in event management and communications, including the ability to plan, schedule, and execute events in coordination with leadership and in collaboration with the business office and other necessary staff, including procurement, contracts, budget, and data. 
  • Demonstrated experience managing calendars for others, coordinating meetings, arranging travel, and tracking expense reimbursements.
  • Demonstrated ability to follow-up on membership accounts and develop relationships with current and potential clients.
  • Strong technical skills, including demonstrated proficiency in Microsoft Office applications.
  • Excellent written, verbal, and interpersonal communication skills, including the ability to work with all levels of personnel both internally and externally.
  • Excellent relationship building skills.
  • Must be able to exercise a high degree of initiative and work independently on consecutive projects with the pressure of strict deadlines.
  • Ability to work effectively and proactively in a dynamic environment while managing multiple, concurrent projects with a high level of accuracy and attention of detail.
  • Strong organizational and problem-solving skills; ability to follow through on independent and collaborative projects.
  • Ability to work effectively in a team-oriented environment.
  • Professional demeanor and business attire required
  • Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
  • Master’s Degree.
  • More than the required years of experience in managing programs and/or fundraising programs.
  • Experience with working with alumni or donor databases to maintain data and extract downloads for data analysis.
  • Working knowledge of university systems, policies, and procedures.
Driving Required

This job requires a class "C" operator's driver's license. The applicant selected must provide a current three year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident.

Required Materials
  • Resume/CV

  • 3 work references with their contact information; at least one reference should be from a supervisor
  • Letter of interest
Additional information and to apply go to https://utaustin.wd1.myworkdayjobs.com/en-US/UTstaff/job/UT-MAIN-CAMPUS/Membership-Relations-and-Events-Planning-Coordinator_R_00007233

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Development Associate

This position provides a welcoming point of contract for donors and strong administrative support for the maintenance and operation of the gift processing system, donor database, and donor stewardship and cultivation events.

Job Details:

General Notes

Applicants selected for interviews will be expected to provide writing samples. Occasional evening, weekend, and holidays work. Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Responsibilities
    • Processes donor related gifts and payments by check, on-line, or by phone, in a professional, timely and accurate manner. Confirms deposits go to correct gift accounts and audits for errors. Updates related databases, including VIP and File Maker Pro; prepares batch and electronic deposits; and forwards payments electronically and physically to the UT Gift Processing in the Central Development Office. Composes acknowledgment letters for signature.
    • Provides general administrative and event support for donor events, including two annual meetings of the Astronomy Program's Board of Visitors, as well as other observatory and departmental sponsored meetings and events.
    • Assists with maintenance of business records; includes regular filing as well as periodic shredding of confidential information. Assists with electronic filing of contact reports for visits and other contacts. Makes travel arrangements, itineraries, meeting arrangements, and reimbursements for development travel.
    • Coordinates VIP visits to the observatory with West Texas personnel. Prepares necessary forms associated with West Texas travel and VIP visits including requests for services, travel authorizations, authorizations of services, and official occasion forms.
    • Assists with the production and distribution of general correspondence and coordinates large mailings. Examples includes newsletters and announcements to Board of Visitors members, other donors, prospective donors, the University community, and government officials. Opens and sorts donor mail.
    • Prepares meeting agendas and reports, screens calls, and coordinates routing office functions.
    • Other related functions as assigned to support the department.
Required Qualifications
    • Bachelor’s degree and one year experience or more at the development assistant or administrative assistant level; or high school diploma or GED and five years or more experience at the development assistant or administrative assistant level.
    • Demonstrated organizational skills and excellent attention to detail.
    • Proficient verbal, written, and interpersonal skills.
    • Proficiency in maintaining calendars and schedules, managing data in spreadsheets, and working with databases and mail merges.
    • Demonstrated ability to work in a team-oriented environment.
    • Experience with File Maker Pro and Microsoft Word, PowerPoint and Excel.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications
    • Ability to handle multiple tasks and deadlines.
    • Demonstrated strong oral and written communication skills.
    • Experience in on-line communications with constituencies of donors and decision makers.
    • Experience working with confidential information.
    • Experience working with alumni or donor databases to maintain data and extract downloads for data analysis.
    • Knowledge of University VIP system.
Required Materials
    • Resume/CV
    • 3 work references with their contact information; at least one reference should be from a supervisor
    • Letter of interest

Additional information and to apply: https://utaustin.wd1.myworkdayjobs.com/en-US/UTstaff/job/UT-MAIN-CAMPUS/Development-Associate_R_00007463