Program Management Assistant

University of Florida • Gainesville, FL

1d

About The Position

The Program Management Assistant provides administrative, operational, compliance, and project support to the Program Management team at UF Advancement. Reporting to the Associate Director, this position assists with reviewing, coordinating, tracking, and administering key business processes and strategic initiatives. The role collaborates with internal and external stakeholders to maintain accurate records, facilitate efficient workflows, identify potential reputational risks, and promote consistent, compliant operational practices.

The position supports project coordination and operational improvements; contracts, grants, and other agreement administration; donor and organizational due diligence; foreign gift reporting and compliance; and gift agreement coordination. It maintains records and tracking systems, gathers and analyzes operational information, supports reporting and reviews, and helps document and improve procedures. The role also provides administrative support such as file management, correspondence, and scheduling coordination.

Requirements

• High school diploma or equivalent and four years of appropriate experience, or an equivalent combination of education and experience.
• Ability to meet deadlines, work independently, and demonstrate self-motivation.
• Accuracy, attention to detail, and a customer-service-oriented attitude.
• Ability to work proactively, collaboratively, and as a team player.
• Analytical and problem-solving skills.
• Ability to organize resources and establish priorities.
• Ability to gather data, compile information, and prepare reports.
• Excellent written and verbal communication, interpersonal, organizational, and project management skills, including experience working in a data-driven environment.
• Proficiency with Windows operating systems, Microsoft Word and Excel, internet browsers, and email platforms.
• Ability to support a respectful and collaborative work environment that values integrity, professionalism, and mutual respect.
• Applicants must submit a cover letter and resume and complete the application form.

Nice To Haves

• At least two years of project management or advanced administrative experience.
• Demonstrated ability to develop business process models.
• Familiarity with donor databases, contact management systems, and tracking systems.

Responsibilities

• Coordinate Program Management tasks related to agreements, projects, and special initiatives.
• Maintain databases, spreadsheets, tracking systems, and electronic files for recordkeeping, workflow monitoring, and reporting.
• Document, review, and refine business processes; develop procedural documentation, workflow guides, and training materials.
• Communicate project updates, resolve routine administrative issues, and facilitate timely completion of activities with team members and university partners.
• Monitor project timelines, deliverables, and action items; gather and analyze operational data for reporting, decision-making, and continuous improvement.
• Assist leadership with strategic projects and special initiatives, and support operational improvements, technology enhancements, and strategic initiatives.
• Coordinate receipt, review, processing, and tracking of contracts, grants, memoranda of understanding, and other institutional agreements.
• Conduct initial agreement reviews for completeness, potential risks, compliance considerations, and routing requirements; coordinate signatures and approvals.
• Assess agreements for compliance with University policies, procedures, regulatory requirements, and organizational standards, and monitor workflow to support timely execution.
• Liaise with internal stakeholders, legal counsel, academic units, sponsors, and other parties; maintain agreement records and status reports and communicate status, required actions, and deadlines.
• Identify opportunities to improve contract and grant administration efficiency, consistency, and effectiveness.
• Conduct due diligence reviews and risk assessments on prospective donors, organizations, corporations, foundations, sponsors, and other entities.
• Research potential reputational, financial, legal, regulatory, and compliance risks using internal and external sources; evaluate adverse media, litigation, sanctions, regulatory actions, political exposure, and other risk indicators.
• Verify identities, organizational standing, business activities, leadership structures, philanthropic history, and other relevant information.
• Conduct enhanced screening of high-risk or complex opportunities and escalate concerns to appropriate leadership.
• Support the development and improvement of due diligence standards, screening procedures, and risk assessment protocols; maintain records of screening activities, findings, and recommendations.
• Collaborate with Advancement, legal, compliance, research administration, and other University stakeholders to gather information and review prospective engagements.
• Support foreign gift reporting and compliance by collecting, organizing, verifying, and maintaining required information and documentation.
• Research and validate information to support reporting accuracy and documentation completeness; maintain records and tracking tools for reporting, audits, reviews, and regulatory inquiries.
• Review gifts and related documentation for missing information or discrepancies; gather donor, gift, and funding information for reporting and compliance processes.
• Support internal reviews, audits, and compliance initiatives by compiling records, preparing documentation, and coordinating responses to information requests.
• Provide administrative and operational support, including file management, correspondence, scheduling coordination, and related duties as assigned.
• Review donor gift agreements and supporting records for completeness, accuracy, and consistency with University policies, procedures, and philanthropic best practices.
• Coordinate information collection and organization for preparing, reviewing, revising, and processing gift agreements with advancement, legal, financial, and other University stakeholders.
• Identify discrepancies, missing information, and potential policy concerns in gift agreement language and documentation, escalating issues for review and resolution.
• Track gift agreement status, outstanding items, review timelines, and required approvals; maintain electronic records, agreement files, tracking logs, and supporting documentation.
• Help develop and maintain reference materials, checklists, and standardized procedures for gift agreement workflows.

Benefits

• Medical, dental, and vision insurance through affordable State Health Plans.
• Life and disability insurance.
• Retirement plans.
• Paid time off, including 11 paid holidays, family leave, sick leave, and vacation leave.
• Professional and personal growth opportunities through UF Training & Organization Development, leadership development, LinkedIn Learning, and more.
• Public Service Loan Forgiveness eligibility.

What This Job Offers

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