Advancement Administrator, WUSF

University of South Florida•Tampa, FL

6d•Hybrid

About The Position

USF Advancement connects the university with donors who want to make a difference by providing philanthropic support to promote student success, research, academic excellence and other strategic priorities. With an endowment that now exceeds $700 million in value, our dedicated team of approximately 200 professionals, including 60 fundraisers, encompasses alumni, development and foundation operations. The team is responsible for raising more than $150 million annually and has broken records year after year with more than $184 million raised in fiscal year 2025. This position owns the inter-related systems, data, reporting, and recurring processes that enable WUSF Public Media's major gifts program to operate accurately, consistently, and at scale. Reporting to the Senior Director of Development, the position serves as the operational link for systems that drive fundraising activities at WUSF, collaborating with WUSF colleagues and the USF Foundation. The role translates fundraising priorities into reliable workflows, actionable reports, accurate donor and prospect records, timely stewardship, and well-executed communications. Success requires advanced proficiency with Salesforce, Ellucian, and related data systems; skill in reporting, data quality, and process design; sound judgment in handling confidential donor information; and the ability to independently manage multiple high-stakes processes with firm deadlines. The position protects the integrity of fundraising information, strengthens donor experience, and gives development leadership the operational visibility needed to manage relationships, pipelines, and revenue-producing activity. Employees of USF Advancement live out the values of responsibility, innovation, service, and excellence in each of its highly collaborative departments. We use trusted data and ethical AI to enhance decision-making, strengthen engagement, and enable our teams to focus on what matters most: relationships and impact.

Requirements

Bachelor's degree with at least 1 year of experience directly related to the duties and responsibilities specified.
Work experience may be substituted for the degree requirement on a year for year basis.
Experience in administrative operations, fundraising support, development operations, constituent relationship management, database administration, project coordination, or related functions is preferred.
Four years of direct experience for a bachelor’s degree.
Advanced proficiency with Salesforce, Ellucian, and related data systems.
Skill in reporting, data quality, and process design.
Sound judgment in handling confidential donor information.
Ability to independently manage multiple high-stakes processes with firm deadlines.

Responsibilities

Provide high-level administrative and operational support to the Senior Director of Development and Major Gifts team. Coordinate calendars, meetings, travel-related reimbursements, expense reports, credit card reconciliations, invoices, and purchasing activities. Anticipate departmental needs, maintain office resources and materials, and ensure administrative processes are completed accurately and on schedule. Serve as a reliable operational resource who supports the efficient functioning of the development team and helps maintain continuity across fundraising activities.
Manage and execute recurring donor stewardship and communication processes that support WUSF's leadership giving, legacy giving, and major donor programs. Prepare and coordinate acknowledgments, invitations, renewal communications, greeting cards, calendar year-end mailings, and other donor correspondence. Develop and validate mailing lists, perform complex mail merges, coordinate reviews and signatures, maintain records of correspondence, and ensure stewardship activities are completed accurately and consistently. Utilize donor and communication systems to support the timely and professional engagement of WUSF and WSMR supporters.
Own and maintain recurring data management and reporting processes that support fundraising operations and decision making. Utilize Salesforce, Ellucian, Microsoft Office applications, and other development-related systems to maintain accurate donor and prospect information, generate reports, track development activity, and support donor stewardship programs. Monitor data quality, perform record validation and updates, research discrepancies, and ensure the integrity of information relied upon by development leadership and fundraising staff. Produce, analyze, and distribute key daily, weekly, monthly, and ad hoc reports that support WUSF's Cornerstone, Leadership, and Legacy giving initiatives, stewardship activities, fundraising strategy, and development leadership decision-making.
Support donor cultivation, stewardship, and special events through management of invitation lists, RSVP tracking, attendance information, and related communications. Maintain event information in Ellucian as well as project management systems, including SharePoint, Basecamp, and other departmental platforms. Coordinate activities with colleagues across WUSF, the USF, and the USF Foundation to facilitate the successful execution of donor-facing events and related engagement activities.
Perform additional responsibilities and special projects as assigned in support of development, fundraising, donor engagement, and departmental operations.