Alumni Relations Coordinator

University of Florida • Gainesville, FL

1d • $55,000 - $60,000

About The Position

The Alumni Relations Coordinator will serve as a key provider of high-level
administrative support to the Executive Director of Alumni Relations/Executive
Director of the University of Florida Alumni Association, ensuring the effective
management of executive priorities and initiatives.  This highly professional
role requires daily communication with administrators, staff, faculty, students,
and alumni. This position supports alumni operations, UFAA board management,
project and team coordination, volunteer engagement, and fiscal management.

Requirements

• Bachelor’s degree or an equivalent combination of education and experience.

Nice To Haves

• Must exhibit excellent written and verbal communication skills and be able to work independently, proactively, and accurately.
• Strong project management skills, including the ability to develop realistic timelines for project completion, with clear benchmarks.
• Accuracy, attention to detail and a service-oriented attitude are important.
• Ability to influence without authority and proactively communicate with team members, as necessary.
• Flexibility and ability to shift tasks to meet urgent deadlines.
• Discretion with sensitive documents and access to confidential information is required and maintaining a professional work environment, including the successful candidate’s workspace, is also required.
• Must be a team player and support in word and deed the ideals and culture in alignment with UF Advancement’s Vision and Values.
• 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.
• Support the University’s commitment to creating a respectful and collaborative work environment that values integrity, professionalism, and mutual respect in all interactions; 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.

Responsibilities

• Provide high-level administrative support to the Executive Director of Alumni Relations/Executive Director of the University of Florida Alumni Association by managing complex, priority-driven workflows and ensuring seamless execution of executive responsibilities.
• Organize and handle detailed briefings materials for senior leadership meetings ensuring that relevant information is clear, accurate, and delivered in advance.
• Coordinate and manage the Executive Director’s calendar with a strategic focus on prioritization, ensuring efficient scheduling, preparation, and follow-up meetings. Monitor and update contact information in Outlook.
• Oversee all executive travel logistics, including detailed itinerary development, transportation, lodging, parking passes, directional maps, and post-travel reconciliation, ensuring accuracy, timeliness, and adherence to university policies.
• Plan and execute off-site events, meetings, conferences, and activities, often involving senior leadership, ensuring all logistical, operational, and guest-related details are handled with professionalism and precision, including managing inventory for materials (e.g., banners, supplies, catering) and liaising with vendors, alumni, and/or leadership to ensure timely execution.
• Serve as a central administrative point of coordination for alumni operations, liaising with internal and external stakeholders, including alumni, vendors, and university leadership, to ensure alignment and timely execution of initiatives, as it relates to the Executive Director
• Manage administrative systems and office operations, including records management, inventory, and resource allocation, ensuring efficiency, organization, and compliance with University of Florida and UF Advancement policies.
• Establish and maintain best practices in office systems, file management, and use of strategic tools, supporting operational excellence and alignment with UF Advancement’s vision and values.
• Lead and coordinate high-priority projects simultaneously, tracking progress, managing deadlines, and ensuring successful execution under tight timelines.
• Prepare, draft, and review correspondence, data driven reports, and materials—often confidential— supporting the Executive Director in advancing Strategic Plans for the university, Advancement and/or the Alumni Relations team.
• Provide professional front-facing support by managing communications, greeting visitors, and ensuring a polished and welcoming environment for all stakeholders.
• Assist Executive Director by proactively managing deadlines and deliverables for key meetings and projects while developing and maintaining a rolling task list to ensure priorities remain organized and on track.
• Manage and coordinate the annual performance evaluation process, ensuring timely scheduling, completion, and submission in alignment with institutional deadlines.
• Manage and process disbursements with a high degree of accuracy, ensuring compliance with financial policies and procedures.
• Lead referral tracking and data analysis efforts for Alumni Relations, identifying trends, insights, and opportunities for improvement.
• Organize and coordinate all logistical components of staff retreats, including planning, travel, venue selection, and agenda planning.
• Manage logistics for bi-weekly Alumni Relations team meetings, including scheduling, agenda preparation, and logistical coordination.
• Facilitate internal communication and coordination across team members to enhance meeting effectiveness.
• Develop, draft, and manage communications directed to organizational leadership, including drafting, and disseminating important messages and updates.
• Collaborate with leadership to support and implement effective communication strategies that ensure consistent messaging across the organization.
• Provide high-level administrative and strategic support to the Executive Director and appropriate team members on all UFAA Board-related activities, ensuring seamless engagement, preparation and accurate documentation aligned with organizational goals.
• Assist with planning, coordination and execution of three Alumni Board meetings in conjunction with the Executive Director.
• Manage the board nomination and appointment process, managing complex communications with Advancement and external constituents, facilitating onboarding and orientation, and securing necessary university approvals for new members and appointees.
• Assist with the coordination and planning process by developing timelines, aligning priorities, and supporting the establishment and tracking of strategic objectives.
• Develop and produce comprehensive meeting materials, including agendas, presentations, and speaking points.
• Manage official board records and documentation, ensuring accuracy, organization, and compliance with institutional policies and governance requirements.
• Track and monitor post-meeting action items, ensuring timely follow-up, clear communication, and accountability across stakeholders.
• Facilitate stakeholder engagement by distributing key information related to board meetings and volunteer events, ensuring high levels of participation and involvement.
• Maintain and analyze board demographics and key statistical data, ensuring rosters and official records remain accurate, current, and compliant.
• Partner with Legal and Governance teams to oversee compliance-related activities, including conflict of interest disclosures and adherence with bylaws and best practices.
• Evaluate board effectiveness through analysis of feedback and post-meeting assessments, recommending process improvements to enhance governance and operational efficiency.
• Oversee management of the UFAA website, ensuring content is current, functional, accessible, and aligned with organizational priorities to effectively support board operations and stakeholder engagement.
• Assist in the preparation and justification of the annual operating budget for Alumni Relations, ensuring alignment with strategic goals and fiscal constraints.
• Review and validate all disbursement requests submitted by the Executive Director’s direct reports to ensure accuracy and appropriateness prior to forwarding for final approval.
• Engage in budget planning and training sessions to remain current on financial best practices and institutional procedures.
• Forecast financial requirements and prepare detailed project budgets, ensuring expenditures are aligned with strategic priorities.
• Analyze budget variances regularly, identifying discrepancies and taking proactive measures to ensure financial objectives are met.
• Develop and implement corrective actions when necessary to stay within budget constraints.
• Continuously monitor and track overall Alumni expenditures, excluding internal team budgets.
• Provide timely and accurate financial updates and reports to support decision-making processes.
• Oversee the management of financial records related to the Wells Fargo account and ensure accurate processing of disbursements and invoice payments.
• Ensure that all financial transactions are documented and tracked in accordance with university policies, maintaining clear records for audit purposes.

Benefits

• Affordable State Health Plans: Medical, Dental, and Vision Insurance
• Comprehensive Coverage: Life and Disability Insurance
• Secure Retirement Options: Generous plans to safeguard your future
• Paid Time Off: Including 11 paid holidays, as well as family, sick, and vacation leave
• Professional and Personal Growth: Opportunities through UF Training & Organization Development, leadership development, LinkedIn learning, and more
• Tuition Assistance: Benefit from the UF Employee Education Program
• PSLF Eligibility: We are a Public Service Loan Forgiveness Eligible Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 1-10 employees