Program Management Assistant

University of Florida • Gainesville, FL

2d

About The Position

The Program Management Assistant provides administrative, operational, compliance, and project support to the Program Management team across UF Advancement. Reporting to the Associate Director, the position assists with reviewing, coordinating, tracking, and administering business processes and strategic initiatives, and supports their continuous improvement.

The role supports project coordination; contracts and grants administration; gift agreement coordination; due diligence and risk assessment; foreign compliance; policy adherence; and organizational improvement. It works with internal and external stakeholders to maintain accurate records, facilitate efficient workflows, identify potential reputational risks, and promote consistent, compliant operational practices.

The position coordinates agreements and projects, maintains tracking and reporting systems, supports process documentation and improvements, and helps monitor timelines and deliverables. It also assists with agreement reviews and approvals, researches prospective donors and organizations for risk indicators, supports foreign gift reporting and related audits, and maintains gift agreement records and workflows.

Requirements

• High school diploma or equivalent and four years of appropriate experience, or an equivalent combination of education and experience.

Nice To Haves

• At least two years of project management or advanced administrative experience.
• Demonstrated ability to develop business process models.
• 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.
• Excellent analytical and problem-solving skills.
• Ability to organize resources and establish priorities.
• Ability to gather data, compile information, and prepare reports.
• Exceptional written and verbal communication, interpersonal, organizational, and project management skills, with experience in a data-driven environment.
• Commitment to a respectful and collaborative work environment that values integrity, professionalism, and mutual respect.
• Proficiency with Windows operating systems, Microsoft Word and Excel, internet browsers, and email platforms.
• Familiarity with donor databases, contact management systems, and tracking systems.

Responsibilities

• Coordinate and support Program Management tasks related to agreements, projects, and special initiatives.
• Maintain databases, spreadsheets, tracking systems, electronic files, and records to support workflow monitoring, reporting, and accurate recordkeeping.
• Document, review, and refine business processes, and develop procedural documentation, workflow guides, training materials, reference materials, checklists, and standardized procedures.
• Collaborate with team members, university partners, and other stakeholders to communicate project updates, resolve routine administrative issues, and facilitate timely completion of activities.
• Monitor project timelines, deliverables, and action items, and gather, organize, 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, tracking, and routing of contracts, grants, memoranda of understanding, and other institutional agreements.
• Conduct initial agreement reviews for completeness, potential risks, compliance considerations, and routing requirements; assess compliance with applicable University policies, procedures, regulatory requirements, and organizational standards.
• Coordinate signatures and approvals, monitor and expedite agreement workflows, maintain status records, and communicate agreement status, required actions, and deadlines to stakeholders.
• Serve as a liaison among internal stakeholders, legal counsel, academic units, sponsors, and other parties involved in agreement processes.
• Identify opportunities to improve the efficiency, consistency, and effectiveness of contract and grant administration.
• Conduct due diligence reviews and risk assessments of prospective donors, organizations, corporations, foundations, sponsors, and other entities.
• Research internal and external sources to identify reputational, financial, legal, regulatory, compliance, and other risks, including adverse media, litigation, sanctions, regulatory actions, and political exposure.
• Research and verify identities, organizational standing, business activities, leadership structures, philanthropic history, and other relevant information.
• Conduct enhanced screening of high-risk or complex opportunities and elevate 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, including collecting, organizing, verifying, and maintaining information and documentation.
• Conduct research and validation to support reporting accuracy and documentation completeness; maintain tracking tools and supporting records for reporting, audits, reviews, and regulatory inquiries.
• Review gifts and related documentation for missing information or discrepancies, and gather and organize donor, gift, and funding information.
• 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.
• Assist with reviewing donor gift agreements and supporting records for completeness, accuracy, and consistency with University policies, procedures, and philanthropic best practices.
• Coordinate the collection and organization of information needed to prepare, review, revise, and process 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 approvals, and maintain organized agreement files, tracking logs, and supporting documentation.

Benefits

• Affordable state medical, dental, and vision insurance 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 other offerings.
• Public Service Loan Forgiveness eligibility.

What This Job Offers

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