Development Associate | University of Chicago Library

Submitted by UCLibrary on Fri, 08/17/2018 - 3:32pm

Requisition Number: JR02538
Division / Dept.: Library Administration / Library Development
Reports to: Director of Development
Work Schedule: 37.5 hours per week; Monday-Friday, 8:30 a.m. to 5:00 p.m.


Job Summary

The University of Chicago Library offers an exciting opportunity to a highly organized and motivated professional to manage the daily operations of its Development department and to help implement fundraising strategies during a momentous University-wide capital campaign.


Reporting to the Director of Development (DoD), the Development Associate often serves as first point of contact for donors and the public and must provide excellent customer service. This role also acts as liaison to University Alumni Relations and Development (ARD), and to other Library colleagues.


This position oversees and implements the acknowledgment program, produces the Library’s yearly complex endowment reporting, and generates other key reports. The Development Associate serves as primary liaison between Library Development and the University’s fundraising database (Griffin) team. Under supervision of the DoD, this position manages all aspects of the Library Society Membership Program, including gift processing and acknowledgements, event planning, and budget. Working with the Director of Communications and the DoD, the Development Associate produces copy for the Library’s newsletter, Libra. This position also maintains Development web pages, collaborates with the University’s Annual Fund team to ensure timely production of appeals, and assists in the management and implementation of Library events. The Development Associate supervises two student workers.




Gift Processing and Acknowledgment:

  • Ensures incoming gifts processed carefully and efficiently and donor acknowledgements produced in timely manner.
  • Ensures that gifts are allocated to correct Library fund and that tailored acknowledgements are created as needed.


Endowment and Stewardship Reporting:

  • Oversees and executes Library’s endowment program.
  • Navigates and maintains Access database to generate reports.
  • Maintains Griffin database and coordinates activities for special donors with University's Office of Stewardship.
  • Works with Library colleagues to produce select stewardship reports on gifts from endowment and non-endowment donors.


Data Retrieval, Analysis, and Reporting:

  • Ensures all data-related and reporting needs of dept. met.
  • Using data from Griffin, supports DoD’s requests for tailored reports on fundraising progress and giving trends.
  • Maintains knowledge of reporting basics in order to analyze data and prepare reports.
  • Tracks incoming gifts and analyzes data against past performance in setting goals for future campaigns.
  • Manages donor data for Library’s annual fund solicitations in conjunction with ARD, Library Society appeals, and Library Council appeals.
  • Assures that basic donor information kept current in Griffin.
  • Assists DoD in donor portfolio management.


Library Society Program Management:

  • Helps direct annual Library Society Membership solicitation campaign and special events.
  • Implements strategic plan to upgrade members’ financial participation.
  • Processes and acknowledges all Library Society membership and special gifts.
  • Implements annual solicitation campaign for various Library Society funds.
  • Plans and coordinates Library Society events, and manages all logistics, working with Library Facilities.
  • Writes copy and develops conceptual themes for program invitations and special communications.
  • Works with designers/printing vendors on program information production.
  • Oversees services of caterers, florists, photographers, and other vendors.
  • Works with Special Collections Research Center staff to coordinate programs with exhibitions.
  • Monitors Library Society budget.
  • Assists in staffing the Chair of the Library Society, preparing all membership communications on their behalf and all remarks for Library Society programs.


Library Council Support:

  • Coordinates all logistics of Library Council meetings and activities, tracks Council giving, and supports DoD in managing and engaging Council.


Other Functions:

  • Monitors and replenishes Development office supplies.
  • Researches and writes articles for Libra, the Library’s newsletter.
  • Acts as point person and coordinator of annual Alumni Weekend activities at Library.
  • Provides logistical support for annual student book collecting competition and maintains competition web site.
  • Maintains department web pages.
  • Other duties as assigned.
Skills & Qualifications: 


  • Demonstrate University stewardship and serve as a brand ambassador
  • Foster partnership and collaboration
  • Demonstrate strategic agility
  • Lead performance and flawless execution
  • Exhibit business acumen and organizational astuteness
  • Communicate effectively and with influence
  • Exhibit resilience and optimize resources
  • Ensure decision quality and accountability and drive results



  • Bachelor’s degree required.



  • A minimum of two (2) years’ experience working in a fast-paced office setting at a university, library, or other non-profit organization or service-oriented field required.
  • Development experience strongly preferred.
  • Demonstrated ability to manage multiple projects and tasks simultaneously, setting priorities to meet deadlines, required.
  • Demonstrated analytical and critical thinking skills required.
  • Demonstrated exceptional organizational skills and strong orientation to detail required.
  • Demonstrated ability to work independently as well as within a team required.
  • Demonstrated excellent written and verbal communication skills required.
  • Ability to handle sensitive information, exercise discretion, and maintain confidentiality required.
  • Demonstrated ability to exercise diplomacy and interact with constituents with integrity, tact, and polish required.
  • Ability to interact well with a diverse group of donors, faculty, staff, volunteer leaders, students, alumni, and other Library constituents required.
  • An understanding of the University of Chicago, its mission, history, academic and administrative organizational structures, and philanthropic culture strongly preferred.


Technical Skills and Knowledge:

  • Demonstrated strong word processing, database, and spreadsheet skills, especially Microsoft Word and Excel, required.
  • Ease with databases such as Raiser’s Edge or Griffin, or a keen interest and willingness to learn fundraising systems and databases, required.
  • Familiarity with web content management systems or capacity to learn quickly required.


Working Conditions and Physical Requirements:

  • Ability to bend, crouch, or stoop.
  • Ability to carry or lifts loads of up to 25 lbs.
  • Ability to hear, including making fine discriminations in sound.
  • Ability to see, including color, depth perception, or clarity.
  • Ability to sit for 4 hours or more.
  • Ability to use computers extensively for 4 hours or more.
  • Ability to operate equipment necessary to perform job.
  • Ability to push/pull objects of 50 to 99 lbs.
  • Ability to stand for 2 hours to 4 hours.
  • Ability to travel to various off-campus locations.
  • Ability to travel to various on-campus locations.
  • Effective audio-visual discrimination and perception.
  • Ability to Use Standard Work Station Equipment.
  • Ability to Use Standard Office Equipment.
To Apply: 

To apply for this position, external candidates must submit an application and any other required materials through Internal candidates must apply by logging into Workday and selecting the Career worklet; for more information, please see How to Apply for a UChicago Job (Current Employee) QRG. Resumes sent via mail, fax, or email will not be considered. For more information, please see

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should contact University Shared Services through the Applicant Inquiry Form or call 773-702-5800.

Contact Information
Contact Name: 
Library Human Resources
Contact Email: