Athletics Advancement Administrator

University of South Florida•Tampa, FL

About The Position

The USF Department of Intercollegiate Athletics is an integral part of USF and its mission by sponsoring a diverse and nationally competitive Division I athletic program. The program serves several significant constituencies, including its student-athletes, who are students first. The most important priority of the program is the progress of the student-athletes toward graduation. Other priorities include the health, fitness and emotional development of student-athletes at USF. Intercollegiate Athletics provide a sense of collegiality, allegiance, and pride for students, staff, faculty, alumni, boosters and the greater Tampa Bay community at large and serves as a focal point for their support. Within the framework of competitive excellence, Intercollegiate Athletics at USF are also a contact vehicle leading supporters to a greater awareness of the University's mission, academic programs and prominence as an educational institution. The Advancement Administrator in the Bulls Club performs a wide variety of administrative tasks, some of which are complex in nature and are mostly confidential related to donors and prospects for development purposes. These tasks include preparing documents, correspondence and spreadsheets and gathering/compiling information from sources such as the CRM about specific donor/prospect and the proposed planned giving vehicle. The Advancement Administrator also stewards donors based on appropriate levels of giving. Create check requests for non-event BC invoices to submit to ABO. Donor mileage reimbursements, personal reimbursements for Bulls Club staff, vendor invoice payments for Bulls Club operational expenses. The development specialist also reconciles Foundation credit card statements for all cardholders. Assist with Bulls Club event operations as needed.

Requirements

This position requires a 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.
Senate Bill 1310- The Florida Senate ( https://www.flsenate.gov/Session/Bill/2023/1310 ) is conditional upon meeting all employment eligibility requirements in the U.S.
SB 1310: Substitution of Work Experience for Postsecondary Education Requirements. A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed: (a) Two years of direct experience for an associate degree; (b) Four years of direct experience for a bachelor’s degree; (c) Six years of direct experience for a master’s degree; (d) Seven years of direct experience for a professional degree; or (e) Nine years of direct experience for a doctoral degree
Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
Minimum Qualifications that require a high school diploma are exempt from SB 1310.

Responsibilities

Assists with USF Foundation check requests, deposits, tracks invoices, credit card transactions, orders needed supplies, routes mail and incoming calls.
Provides follow up with appropriate departments; interacts with other departments to answer related routine questions and concerns related to Bulls Club.
Schedules appointments and performs other duties related to maintaining the Deputy Athletic Director/Assoc. VP for Development and DO's calendar; may schedule and coordinate meetings including with University Advancement, and conferences, including travel arrangements.
Order and maintain prospect and donor gifts or other items used for development functions and for proper stewarding of our donors.
Oversee the stewardship process, from acknowledging contributions to ensuring donor recognition and engagement activities. The Advancement Administrator will collaborate with fundraising teams to create personalized stewardship plans for major donors, manage stewardship events, and produce impact reports to showcase the outcomes of their generosity.
Provides confidential administrative support to the Deputy Athletic Director/Assoc. VP for Development and Bulls Club Development Officers (DO ' s).
Performs a wide variety of word processing and spreadsheet assignments which contain confidential donor information and requires research to complete.
Prepares documents and correspondence requiring knowledge of legal terminology and document formats, such as for wills, trusts and probate.
Conducts routine, specific and factual information about specific donors/prospects and the proposed planned giving vehicle from such sources as the CRM.
Monitors gift planning web pages and reviews web site usage for the purpose of identifying prospects and other information useful to the Deputy Athletic Director/Assoc. VP of Development and DOs for developing strategies for increased web usage by donors and prospects.
Provides other job duties as assigned.