Development Administrative Assistant

University of Florida • Gainesville, FL

1d • $19 - $24

About The Position

The Development Administrative Assistant will provide high-level administrative support to the Executive Director of Advancement and the Family & Campus Development team. This role will plan and execute the administrative and development operations of the office. The incumbent must have the ability to coordinate multiple projects at a high level of performance, accuracy, and speed. This position requires excellent written and oral communication skills, organizational skills, and the ability to work independently. The incumbent will integrate all activities and initiatives with Advancement organizational goals, culture, mission, vision, and values.

Requirements

• Bachelor’s degree or an equivalent combination of education and experience.
• A valid Florida driver's license is required.

Nice To Haves

• Experience in supporting top level executives, preferably in development, fundraising, alumni relations or higher education.
• Prior experience in an administrative support role within a development, fundraising, alumni relations or higher education environment.
• Strong business acumen.
• Flexibility, adaptability, and the ability to shift tasks to meet urgent deadlines.
• Excellent organizational skills; demonstrated skill to work on multiple projects with competing deadlines and to establish goals and workload priorities.
• Experience writing reports, correspondence and other documents.
• The ability to work efficiently with minimum supervision, to exercise independent judgment and personal initiative, and accept responsibility for decisions and actions.
• Accuracy, attention to detail and a customer service-oriented attitude are essential for success in this position.
• Exceptional written and verbal communication skills, strong interpersonal abilities, and the capacity to engage effectively and collaboratively with a wide range of stakeholders including all levels of internal staff, as well as outside donors and volunteers.
• Support the University’s commitment to creating a respectful and collaborative work environment that values integrity, professionalism, and mutual respect in all interactions
• Proficient in the following areas: Windows operating systems, Microsoft Word, Excel, and Access, as well as internet browsers and email platforms.
• Experience in a data-driven environment, familiarity with donor databases, contact management systems, and tracking systems is also highly preferred.

Responsibilities

• Organize and handle the administrative details for the Executive Director of Advancement and the Family & Campus Development team.
• Manage accurate calendars; determine priorities for meetings; schedule meetings; confirm meetings; cancel meetings when needed. Schedule prep and debrief time on calendar and anticipate the same for meetings which require more attention. Monitor and update contact information in Outlook.
• During candidate recruitment: assist in the coordination of candidate travel, including transportation, lodging, travel itineraries, calendar, maps, research, and travel logistics. Prepare detailed travel itineraries, parking passes, and directional maps.
• Proactively scan calendar for upcoming conferences/development travel and begin travel planning process. Coordinate calendars, travel assistance, travel itineraries, and reconciliations for the Executive Director and Family & Campus Development team as needed.
• Assist with managing and securing garage parking passes for guests and visitors; keeping updated records related to parking; may be responsible for distributing passes to guests and visitors.
• Coordinate, plan and implement activities and off-site events that may include other university leadership.
• Draft correspondence and prepare/oversee the preparation of data-driven reports, some of which may be confidential, that the Executive Director will use to lead the execution of the Strategic Plan.
• Support donor stewardship efforts including monthly birthday cards, year-end stewardship effort, and other personalized efforts.
• Ensure compliance with all University of Florida and UF Advancement regulations.
• Ensure best practices in office systems, practices, maintain files and record keeping; ensure effective use of strategic tools and resources in alignment with UF Advancement’s Vision and Values.
• Prioritize multiple assignments and plans to execute strategies under limited timeframes to meet deadlines.
• Ensure project deliverables are met.
• Oversee organization and upkeep of office filing system. Monitor inventory and order supplies, including donor stewardship items, when needed. Monitor printers, fax machine and all other office machinery are working properly and stocked with paper and toner. Assist as needed with special lunch meetings, coordinate menu orders and prepare meeting space.
• Assist Executive Director by proactively managing deadlines and deliverables for key meetings and projects. Develop and maintain a rolling task list.
• Manage/coordinate scheduling of bi- annual evaluations; ensure meetings are held and appraisals are submitted to meet deadlines.
• Assist in developing and justifying the annual operating budget for the department throughout the fiscal year; review in detail all disbursement requests from Family & Campus Development team, verifying them for accuracy and appropriateness before submitting to the AVP for signature; attend annual budget training sessions.
• Participate in meetings as requested.
• Provide administrative and clerical support to develop strategic materials as requested.
• Prepare standard reports and dashboards for reporting on development initiatives.
• Coordinate the logistics for the President’s Box for the Football Season and other athletic functions as it relates to our team’s cultivation and stewardship needs.
• Assist with fund management tasks such as establishing new funds (UFF-A, UFF-B, etc.), updating existing fund records when needed. Working closely with Gifts and Records to ensure donor gifts are received.
• Provide support to the Executive Director and their direct reports with individual meeting staff agendas, calendar invitations, and materials as directed.
• Serve as the point of contact with Advancement Communications and Marketing to coordinate the creation of needed marketing materials for the development officers. Maintain the current marketing items and make changes and updates as needed.
• Serve as liaison for Family & Campus Development to the Annual Giving team. Coordinate and manage FCD teams' annual giving projects to effectively manage the campaign and project calendar.
• Prepare and proof correspondence, emails, acknowledgement letters, agendas, and other documents, some of which may be confidential; make necessary edits for accuracy of content.
• Prepare proposals and reports; maintain and update foundation, corporation and individual donor files.
• Forward communications with appropriate background material and analysis. Must use judgment in sorting into action vs. general communications.
• Create and send correspondence/communications to stakeholders, volunteers, and donors as needed.
• Prepare presentation materials for the Executive Director.
• Serve as the Family & Campus Development team representative on UF Advancement committees as designated by the Executive Director

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