Project Associate

Project Associate

External Relations at the University of Virginia (UVA) is seeking a highly qualified candidate to fill the role of Project Associate. The University of Virginia has a strong and reputable advancement community, boasting effective, results-oriented, and resourceful professionals. Our community comprises a robust central advancement organization, 12 University schools, and more than 25 University-related programs. We offer a wide variety of career opportunities, as well as an outstanding environment for professional growth and development.

Position Summary

The Project Associate will support the development operations for the Karsh Institute of Democracy, the Sorensen Institute, the Weldon Cooper Center, and the Center for Politics at the University of Virginia. This position provides direct support to the Chief Development Officers of these organizations and their unit leadership. The selected candidate will demonstrate high levels of organization and time management skills, navigating multiple projects on behalf of different teams and providing consistent communication on their respective progress. UVA administrative staff support strategic goals and ensure smooth university operations. This role is responsible for providing administrative services to the Chief Development Officers at the Karsh Institute, the Sorensen Institute, the Weldon Cooper Center, and the Center for Politics.

Responsibilities

• Coordinate the development, production, and execution of annual giving materials, including written and digital solicitations.
• Serve as administrative resource to high-level donors, board members, vendors, and External Relations and unit leadership.
• Manage scheduling of board and committee meetings, ensuring timely communication and preparation.
• Oversee the production and distribution of acknowledgment letters and other donor stewardship materials.
• Process expenses and reimbursements for the development officers in an accurate and prompt manner using Workday.
• Design, develop, and maintain tracking systems, processes and reports as needed to monitor fundraising progress and develop donor outreach, invitation and solicitation lists using Tableau, IBM Cognos and Advancement CRM.
• Provide portfolio management and reporting support to development officers using the current CRM and the BI Portal.
• Prepare briefings, reports and presentation materials for Board Meetings and other high-level groups.
• Plan, coordinate, manage, and staff small events and meetings, ensuring seamless execution.
• Organizational point person for specific projects or services, as needed.
• Ensure accurate data entry of contact reports and giving information. Ensure the proper storage and retention of relevant documents and information. Recommend and track follow-up actions as appropriate.
• Analyze and interpret data to support informed decision-making in collaboration with supervisors.
• Deliver high-level administrative and operational support across teams, leadership, and donor constituencies.
• Maintain up-to-date knowledge of organizational policies and procedures, ensuring compliance in all activities.

Essential Knowledge, Skills, and Abilities :

The ideal candidate possesses excellent interpersonal skills, emphasizing collaboration, teamwork, and a solution-oriented mindset, with exceptional oral and written communication abilities to convey information clearly across various audiences. They demonstrate a strong customer service orientation, ensuring client satisfaction, and are proficient in administrative procedures with a solid understanding of office operations. With exceptional organizational skills, keen attention to detail, and efficiency, they engage professionally with donors, volunteers, and stakeholders, maintaining confidentiality and discretion with sensitive information. Their strong critical thinking skills enable effective problem-solving, and they adeptly prioritize tasks while adapting to shifting responsibilities.

Minimum Qualifications

Preferred Qualifications

Physical Demands

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

Salary Range

Position Type & Work Location

About UVA and the Community

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Application Timeline

Application review will begin after November 24, 2025.

Additional Requirements

How to Apply

Please apply online, by searching for requisition number R0078199. Complete an application with the following documents :

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Internal applicants : Apply through your Workday profile by searching "Find Jobs."

Reference Check Process

Reference checks will be completed by UVA's third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

Contact

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities.