Administrative Assistant II

University of Florida•Gainesville, FL

About The Position

This position provides comprehensive clerical and administrative support for the Office of Advancement. Key responsibilities include managing calendars, coordinating travel and reimbursements, processing financial forms and data, supporting events and projects, and serving as a point of contact for communication. The role also involves maintaining office supplies, updating digital signage, assisting with accounts payable and receivable, and responding to inquiries regarding foundation accounts and development programs. Additionally, the position supports specific programs like the Pet Memorial Funds and Honor Card Program, manages invitations and game tickets, and collaborates with various internal and external departments.

Requirements

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
Proficient in Windows operating systems, Microsoft Word, Excel, and Access, as well as internet browsers and email platforms.
Ability to pay for expenses using your own personal credit card or funds and have them reimbursed is essential.

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.
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.
A commitment to and support for workplacen 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.
Familiarity with donor databases, contact management systems, and tracking systems is also highly preferred.

Responsibilities

Provide clerical support for the Office of Advancement, including coordinating work and meeting room calendars.
Arrange travel, including itineraries, and process reimbursement requests.
Coordinate tours and visits for donors, prospects, alumni, clients, and friends of the college.
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 filing, faxing, copying, shredding, screening incoming mail, and drafting, editing, and proofing correspondence and forms.
Enter contact reports, proposals, and update information into the Advance database system.
Maintain office supply storage, including inventory, ordering, and maintaining promotional products.
Work closely on events to secure space, vendors, equipment, facilities, and other items.
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.
Assist with accounts payable and receivable processes, including P-Card transactions, Wells Fargo payments, reconciliations, reimbursement requests, and travel and event coordination.
Respond to inquiries related to foundation accounts and development programs, such as requests for research and tracking updates on donors, alumni, and prospects.
Assist with maintaining excel spreadsheets, statistical data, and other documents/reports.
Act as a liaison for the Advancement Office and coordinate inquiries.
Communicate with donors, prospects, alumni, clients, friends of the college, the UF Foundation, the dean, other college administrative offices, department chairs, faculty, and staff.
Coordinate Pet Memorial Funds and the Honor Card Program.
Assist with implementing ways to promote and streamline programs, including 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.
Assist with maintaining excel spreadsheets, gather biographical, giving, and other pertinent data on invitees, and submit vetting.
Manage invitations to each game and confirm RSVPs, including Dean and Advancement Officer participation.
Manage college's stands tickets and additional needs of individual invitees, including transportation.
Collaborate with the entire Office of Advancement team, Dean’s office staff, and other internal and external departments.
Serve as backup to other assistants in the dean's office area.