Administrative Specialist

University of North Florida Alumni Association • Jacksonville, FL

4d

About The Position

The Administrative Specialist will support the University Development and Alumni Engagement (UDAE) division. This role involves direct interaction with high-level donors, prospects, organizations, foundations, UNF Foundation Board members, volunteers, University's VPs, Deans, Department Heads, etc. The position is responsible for tracking and routing proposals and gift agreements, making travel arrangements and reimbursements for the VP and AVP, and coordinating departmental processes and programs. It also assists in the preparation and delivery of workshops and training programs, maintains donor confidentiality, and helps organize Foundation Board Meetings and the Executive Committee. A key aspect of this role is forging strong working relationships and instilling confidence and trust among donors, alumni, parents, and friends of the University of North Florida.

Requirements

• Bachelor's degree or a high school diploma and 4+ years of relevant experience.
• Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219.
• This position requires a background check.
• In conjunction with the University's policy, this position may also require a credit check.
• The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX.
• Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator.

Nice To Haves

• Current UNF employees (Faculty & Staff) should view opportunities via the Workday UNF Jobs Hub.
• Current UNF students should view opportunities via the Workday UNF Student Jobs Hub.

Responsibilities

• Direct interaction with high-level donors, prospects, organizations, foundations, UNF Foundation Board members, volunteers, University's VPs, Deans, Department Heads, etc.
• Tracking and routing of all proposals and gift agreements prepared by members of UDAE, including the Vice President, Assistant Vice Presidents, and all Directors of Development, from their inception until finalization.
• Makes arrangements and reimbursement for travel expenses for the VP and AVP.
• High level of internal interaction with University senior-level administration, including the President, VPs, Deans, etc.
• Frequent external contact with Foundation Board members, donors, prospective donors, and community leaders.
• Coordinate the implementation and administration of departmental processes and/or programs.
• Recommend policies and procedures changes to ensure better coordination of departmental programs.
• Works collaboratively with university staff to ensure UDAE programs' success.
• Assist in the preparation & delivery of workshops and training programs.
• Responsible for maintaining a high degree of confidentiality with respect to donors.
• Assist with organizing Foundation Board Meetings and the Executive Committee.
• Forge strong working relationships and instill confidence and trust among donors, alumni, parents, and friends of the University of North Florida.
• Coordinate events, meetings, and workshops for high-visibility donors, volunteers, and prospective donors.
• Coordinate Alumni Hall facility utilization by campus and external clients.
• Plan, organize, and execute events and special programs, including, but not limited to: UNF Foundation Board Executive Committee, UNF Foundation Full Board Meeting, UDAE PTS Meetings, UDAE Quarterly reviews and PME Meetings for all fundraising staff, UDAE Staff Meetings, Retreats, and Training Meetings.
• Primary point of contact for UNF Foundation Board.
• Primary point of contact for UNF Executive Committee.
• Assist with the preparation of Presidential briefing memos for donor meetings.
• Collaborate with other campus departments in projects/initiatives managed by UDAE.
• Assist in the creation of a comprehensive stewardship and donor relations strategy to ensure UNF Foundation Board members are adequately thanked and engaged.
• Assists in the development and implementation of departmental processes and/or programs.
• Aids with the financial analysis of department budgets.
• Budgetary management overview to maximize the effectiveness of resources directly related to the office of the VP for University Development and Alumni Engagement.
• Reconcile expenditures of E&G and Foundation budgeted funds.
• Submit expense reimbursements and invoices for payments.
• During declared campus emergencies, this position may be required to perform specific job-related duties at a designated off-campus location or place of residence.

Benefits

• The University of North Florida does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers.
• UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.
• At the University of North Florida, we believe in empowering our employees to thrive both professionally and personally.
• Whether you’re advancing research, supporting students, or driving innovation, you’ll be part of a dynamic community that values collaboration, growth, and meaningful impact.
• Discover a career that makes a difference—right here in Jacksonville.
• Start searching our current job opportunities and find your next career move at UNF!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED