Senior advancement assistant

The University of Tennessee Foundation, Inc (UTFI) invites applications and nominations to fill the position of Senior Advancement Assistant for the University of Tennessee, Knoxville. Reporting to the Assistant Vice Chancellor of Advancement Operations, the Senior Advancement Assistant is responsible for supporting budget, financial, and vendor coordination for the Marketing and Communications Department, as well as, 10 (+/-) advancement directors, including an Associate Vice Chancellor for Advancement who oversees four college advancement teams.

This role will serve as a liaison for assigned advancement directors and staff, campus and system personnel, and external constituencies of the university, such as community and business leaders, corporate vendors, alumni, donors, and friends of the university. This position will assist with travel planning and reimbursements, projects, scheduling, budget and financial functions, vendor and contract coordination, onboarding and offboarding, and select events. This individual will also be responsible for answering phones, monitoring incoming mail/email, coordinating travel and meeting arrangements for the AVC and assigned advancement directors and offices, and coordinating on- and off-campus logistics.

RESPONSIBILITIES

Job responsibilities include, but are not limited to:

Administrative Support, Scheduling, and Travel:

Provide direct administrative support to the Associate Vice Chancellor, senior advancement staff, and assigned advancement directors, including coordinating complex calendars, meetings, projects, and logistical needs. Schedule meetings with university leaders, alumni, donors, friends of the university, and other external constituents, and coordinate on- and off-campus arrangements and schedules for guests and visitors. Assist with travel planning, meeting arrangements, travel reimbursements, and related logistics. Serve as a liaison with campus and system personnel, vendors, event venues, contract providers, and external constituents. Assist with event logistics and other projects as assigned.

Budget, Financial, and Vendor Coordination:

Support budget functions for assigned areas, including monitoring and maintaining budget information and spreadsheets, reconciling budget ledgers, processing invoices and reimbursements, and assisting with financial reporting. Coordinate contracts and vendor relationships, including purchasing, ordering, shipping, and other vendor-related needs. Serve as a liaison with vendors and contract providers and assist with research related to unit needs. Process incoming gifts and support related financial and data functions as needed.

Reports, Communications, and Office Operations:

Create and prepare documents, files, reports, and other materials to support senior staff and advancement operations; collect, distribute, and verify data; and maintain office resources and procedural information. Prepare and edit communications, including correspondence, thank-you notes, and letters, and may periodically manage or create content for communication vehicles such as email, websites, or social media. Serve as the administrative contact for onboarding and offboarding, coordinating technology, equipment, desk phones, RingCentral access, keys and scan cards, nametags, signage, and workspace setup in partnership with appropriate university and Foundation offices. Support office operations by coordinating supplies, facilities service requests, conference room scheduling, large group meetings, and equipment, including copier and other service-related needs. Perform other duties as assigned.

QUALIFICATIONS

Required Education and Experience

The candidate who fills the Senior Advancement Assistant position is required to have:

• High School diploma with 5+ years of business/technical school graduate with 3+ years of office and professional experience
• Experience using Microsoft Office, Adobe Acrobat, and Zoom

A valid driver’s license with an acceptable driving record is required due to travel responsibilities of the position. UTFI reserves the right to consider all appropriate circumstances. In general, any significant driving offense less than 12 months old will eliminate the application from consideration for the position.

Preferred Education and Experience

In addition to meeting the required qualifications, the preferred candidate will have:

• Bachelor’s degree and some business experience
• Professional appearance and demeanor
• Excellent oral and written communications, ability to multi-task and prioritize, Exceptional organizational and time management skills
• Ability to maintain confidentiality, demonstrate analytical and critical thinking skills, and ability to meet strict deadlines
• Proficiency in ACE/Salesforce database management and DASH system

Application Process:

Priority will be given to applications received on or before October 6th, via our DASH application system. Applications must include a completed candidate profile, cover letter, resume, and contact information for three professional references. References will not be contacted without explicit permission of the candidate.

When determining minimum qualifications, only information entered into the candidate profile can be considered. Please ensure your candidate profile is completed in its entirety as it relates to qualifying education/work experience.

Questions about the search may be directed to hr@utfi.org.

Target Start Date:

Fall 2026

Benefits:

The Foundation’s greatest asset is our team. Foundation employees are eligible for a comprehensive suite of benefits that includes:

• Generous paid leave, accruing up to 12 days of vacation and 12 days of sick leave annually, plus 14 paid holidays and administrative closing days
• Flexible work arrangements, offering a hybrid schedule to most team members
• Education benefits for employees and their dependents at UT System campuses
• Retirement and deferred compensation plans, including 401(k), 403(b), etc.
• Comprehensive medical, dental, and vision insurance plans
• Employee discounts to attractions, services, and goods

The Foundation:

The University of Tennessee Foundation, Inc. is a not-for-profit 501(c)3 organization that serves as the preferred channel for private contributions benefiting students and faculty within the UT System. With a vision of being one of the top-performing advancement organizations in higher education, UTFI is committed to enhancing the educational landscape across the University of Tennessee campuses.

The University of Tennessee, Knoxville, has been advancing knowledge and enriching lives since its founding in 1794. Tennessee’s flagship public research university, UT Knoxville is a diverse community whose shared commitment to discovery, creativity, and education combines with a tradition of service and engagement to carry the Volunteer spirit throughout the state and around the world. UT’s campus—home to more than 36,000 students and 9,000 faculty and staff members—is part of the vibrant city of Knoxville, located on the Tennessee River with the Great Smoky Mountains nearby.

The UT System:

The University of Tennessee System is comprised of campuses at Knoxville, Chattanooga, Pulaski, Martin and the Health Science Center at Memphis; the Institute of Agriculture; and the Institute for Public Service.

The University of Tennessee Foundation, Inc. is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA employer. All qualified applicants will receive equal consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, genetic information, veteran status, and parental status, or any other characteristic protected by federal or state law.