Administrative Assistant I

University of Florida•Gainesville, FL

33d•$17 - $22

About The Position

DEPARTMENT SUPPORT Provide clerical support for the Office of Advancement. Support includes, but is not limited to, coordinating work and meeting room calendars. Arrange travel, including itineraries, and processing reimbursement requests. Coordinate donors, prospect, alumni, clients, and friends of the college tours and visits as it relates to the Office of Advancement. Process checks, create new funds, update fund information, process Gift-in-Kind paperwork, disbursement requests, and other UF and Foundation forms and reports. Request, compile and track data requests. Provide support for projects and events. Provide backup support to the Assistant Director of Constituent Engagement and Advancement Services Coordinator. Answer and direct communication relating to the Office of Advancement. Provide clerical support including, but not limited to, filing, faxing, copying, shredding, screening incoming mail, and drafting, editing and proofing correspondence and forms needed to run the office. Enter contact reports, proposals and updating information into the Advance database system. PROCESS MANAGEMENT Maintain office supply storage. Including but not limited to inventory of closet, ordering and maintaining supply of promotional products. Work closely on events in order to secure space, vendors, equipment, facilities, and other items as needed. Assist in the coordination of travel and events as well as special projects. Update digital signage boards for the Office of Advancement. Enter contact reports, proposals and update information into the UF Foundation database systems. Assisting with accounts payable and receivable processes for the Advancement Office. Support includes but is not limited to, P-Card transactions, Wells Fargo payments, reconciliations, reimbursement requests, travel and event coordination. Responds to inquiries requested relating to foundation accounts and development programs such as requests for research and tracks updates on donors, alumni, and prospects in the UF Foundation database systems. Assists with maintaining excel spreadsheets, statistical data, and other documents/reports requested from the offices of the AVP for Development and VP and AVPs for Development of the Health Science Center and Senior Associate Vice President of Central Development. Act as a liaison for the Advancement Office and coordinates inquires. Communicate with donors, prospects, alumni, clients, friends of the college, the UF Foundation, the dean, other college administrative offices, as well as department chairs, faculty and staff. PROGRAM ADMINISTRATION Coordinates Pet Memorial Funds and the Honor Card Program. Assists with implementing ways to promote and streamline the programs. Responsibilities include, but are not limited to, communicating with participants, resolving errors, keeping accurate records, writing text, reviewing data, printing labels, creating reports, mailing cards, auditing and preparing statements, depositing checks, and balancing accounts. Assists with maintaining excel spreadsheets, gathers biographical, giving and other pertinent data on invitees as well as submits vetting. Manage invitations to each game, confirm RSVPs, including Dean and Advancement Officer participation. Manage college's stands tickets and additional needs of individual invitees (including transportation due to physical limitations). CROSS COLLABORATION Collaborate with entire Office of Advancement team, as well as the Dean’s office staff and other internal and external departments across the College of Veterinary Medicine, Health Science Center and UF Foundation. Serve as backup to other assistants in the dean's office area.

Requirements

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Nice To Haves

Knowledge of college, campus and foundation regulations.
Knowledge of general office procedures and practices.
Ability to compose correspondence, analyze and summarize data, and write reports.
The ability to meet deadlines, be self-motivated, and work independently.
Accuracy, attention to detail and a customer service-oriented attitude.
Ability to work collaboratively and a team player.
Competency in problem solving.
Ability to interact in a positive manner.
Ability to manage resources, to anticipate and plan for programmatic needs, and to solve problems.
Exceptional written and verbal communication skills, strong interpersonal abilities, and the capacity to engage effectively and collaboratively with a wide range of individuals are essential.
A commitment to and support for workplace in all its forms; demonstrated success collaborating with stakeholders; strong project management skills; experience in a data-driven environment; excellent organizational abilities; and the capacity to lead, influence, and inspire others are essential.
Proficient in the following areas: Windows operating systems, Microsoft Word, Excel, and Access, as well as internet browsers and email platforms. Familiarity with donor databases, contact management systems, and tracking systems is also highly preferred.
Business expenses are reimbursed through a standard accounting system. The ability to pay for expenses using your own personal credit card or funds and have them reimbursed is essential.
UF Advancement has defined the following critical competencies for organizational and position specific success:
Collaboration - Ability to work cooperatively with others to achieve the goals of the organization.
Shares own experience, resources and expertise with others breaking down barriers or organizational boundaries to ensure team’s success.
Assists in keeping levels of team performance and morale high.
Works cooperatively with a wide array of individuals and uses all available skills to the benefit of projects and goals.
Works to meet individual, business unit and university goals with the acknowledgment of, and cooperation with the achievement of others' goals.
Stakeholder Focus - Centralizes all efforts and tasks around meeting the needs of stakeholders to support the University of Florida.
Addresses stakeholder needs in a positive, timely and efficient manner by involving the right people and resources at the right time.
Understands the audience and seeks feedback to identify opportunities to improve the relationship and deliverables.
Creates stakeholder value utilizing service processes that attract, solidify and expand the total stakeholder relationship.
Considers the impact on all stakeholders when taking action, or carrying out one’s own job responsibilities.
Manages Execution - Consistently maintains a high level of action and results while working with effectiveness and determination.
Executes functional tasks in pursuit of the larger vision (thinks big, acts small).
Pursues goals with persistence, energy, drive, a positive attitude and a need to finish.
Consistently prepared with a high level of productivity, prioritizing tasks to work effectively and efficiently to make and meet expectations.
Uncovers problems and issues and removes barriers in order to move the work forward.
Accountability - Takes responsibility for work activities, personal actions and self-development.
Acts resourcefully, ensuring work is completed on time and to quality standards within legal guidelines and policies.
Finds opportunities for personal and professional development keeping up-to-date on technical and functional aspects of one’s job.
Assumes personal ownership of complications immediately and follows through until resolved.
Accepts feedback openly, acknowledging and learning from mistakes, without becoming defensive.
Adaptability/ Innovation - Applies original thinking in approaching job responsibilities, overcoming challenges and adjusting to changes in one’s environment.
Sustains effectiveness in varying environments with different tasks, responsibilities, and people in the face of ambiguity or uncertainty.
Courageous with ideas; generates new ideas and creative solutions that impact results.
Maintains flexibility to accept, embrace and lead change.
Responds effectively to unique needs, adapting solutions and providing creative and/or flexible options.
Effective Communication - Ability to listen and effectively relay information to others in all forms of communication.
Communicates effectively and shares information appropriately with internal and external constituents through multiple mediums.
Interprets information, ideas, and instructions clearly in verbal and written communication.
Demonstrates active listening: checks for understanding and clarity by asking the right questions.
Maintains composure and communicates in a direct, truthful, transparent and positive manner.
Critical Thinking - Ability to obtain, analyze, synthesize and evaluate information effectively.
Utilizes logical reasoning to make judgments in accordance with established professional and organizational criteria.
Objectively identifies goals and makes decisions by considering both short-term and long-term implications.
Creatively identifies opportunities to increase efficiency, simplicity and revenue (understands finite resources).
Effectively recognizes and considers the forces, events, entities, and people that effect a situation before making a conclusion.
Organizational Acumen - The ability to understand and navigate governance, administration, and culture in the internal and external environment demonstrating commitment to organizational mission.
Acts in a decisive, timely and appropriate manner that is congruent with the organization’s values and goals.
Integrates and balances big picture concerns related to political, social and economic issues effecting the organization with day-to-day activities.
Knowledgeable of policies, practices, trends and information that impact the organization.
Demonstrates understanding of, alignment with, and a commitment to the university’s mission in serving our constituents.

Responsibilities

Provide clerical support for the Office of Advancement. Support includes, but is not limited to, coordinating work and meeting room calendars.
Arrange travel, including itineraries, and processing reimbursement requests.
Coordinate donors, prospect, alumni, clients, and friends of the college tours and visits as it relates to the Office of Advancement.
Process checks, create new funds, update fund information, process Gift-in-Kind paperwork, disbursement requests, and other UF and Foundation forms and reports.
Request, compile and track data requests.
Provide support for projects and events.
Provide backup support to the Assistant Director of Constituent Engagement and Advancement Services Coordinator.
Answer and direct communication relating to the Office of Advancement.
Provide clerical support including, but not limited to, filing, faxing, copying, shredding, screening incoming mail, and drafting, editing and proofing correspondence and forms needed to run the office.
Enter contact reports, proposals and updating information into the Advance database system.
Maintain office supply storage. Including but not limited to inventory of closet, ordering and maintaining supply of promotional products.
Work closely on events in order to secure space, vendors, equipment, facilities, and other items as needed.
Assist in the coordination of travel and events as well as special projects.
Update digital signage boards for the Office of Advancement.
Enter contact reports, proposals and update information into the UF Foundation database systems.
Assisting with accounts payable and receivable processes for the Advancement Office. Support includes but is not limited to, P-Card transactions, Wells Fargo payments, reconciliations, reimbursement requests, travel and event coordination.
Responds to inquiries requested relating to foundation accounts and development programs such as requests for research and tracks updates on donors, alumni, and prospects in the UF Foundation database systems.
Assists with maintaining excel spreadsheets, statistical data, and other documents/reports requested from the offices of the AVP for Development and VP and AVPs for Development of the Health Science Center and Senior Associate Vice President of Central Development.
Act as a liaison for the Advancement Office and coordinates inquires.
Communicate with donors, prospects, alumni, clients, friends of the college, the UF Foundation, the dean, other college administrative offices, as well as department chairs, faculty and staff.
Coordinates Pet Memorial Funds and the Honor Card Program.
Assists with implementing ways to promote and streamline the programs. Responsibilities include, but are not limited to, communicating with participants, resolving errors, keeping accurate records, writing text, reviewing data, printing labels, creating reports, mailing cards, auditing and preparing statements, depositing checks, and balancing accounts.
Assists with maintaining excel spreadsheets, gathers biographical, giving and other pertinent data on invitees as well as submits vetting.
Manage invitations to each game, confirm RSVPs, including Dean and Advancement Officer participation.
Manage college's stands tickets and additional needs of individual invitees (including transportation due to physical limitations).
Collaborate with entire Office of Advancement team, as well as the Dean’s office staff and other internal and external departments across the College of Veterinary Medicine, Health Science Center and UF Foundation.
Serve as backup to other assistants in the dean's office area.