Administrative Assistant II

University of Florida•Gainesville, FL

About The Position

This position provides essential clerical and administrative support for the Office of Advancement. Key functions include managing calendars, coordinating travel and reimbursements, processing financial transactions related to donations, and serving as a point of contact for various stakeholders. The role also involves event coordination, data entry and management, and providing backup support to other administrative staff. A significant aspect of the role is managing specific programs like the Pet Memorial Funds and the Honor Card Program, which requires detailed record-keeping, communication with participants, and financial processing.

Requirements

High school diploma or equivalent and four years 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.
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 workplace diversity 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.
Proficient in 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.
Ability to pay for expenses using personal credit card or funds and have them reimbursed.

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 donor, prospect, alumni, client, and friend of the college tours and visits.
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.
File, fax, copy, shred, screen incoming mail, and draft, edit, and proof 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, events, and 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, and reimbursement requests.
Respond to inquiries related to foundation accounts and development programs, including research requests 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.
Communicate with participants, resolve errors, keep accurate records, write text, review data, print labels, create reports, mail cards, audit and prepare statements, deposit checks, and balance accounts.
Gather biographical, giving, and other pertinent data on invitees and submit 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.
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.