Prospect Strategy Coordinator

University of Florida • Gainesville, FL

4d • Onsite

About The Position

The Prospect Strategy Coordinator will play a crucial role in supporting and advancing the goals of the Prospect Strategy & Research (PSR) office. Reporting to the Senior Director of PSR, this position focuses on project management and improving operational efficiency. Core responsibilities include strategic research support, administrative support and fiscal management.

Requirements

• Bachelor’s degree in an appropriate area of specialization; or an equivalent combination of education and experience.

Nice To Haves

• Related work experience in the fields of finance, legal, real estate or education.
• Experience in a non-profit organization or working with development fundraising helpful.
• Knowledge of philanthropy and prospect research is desirable.
• Proficiency with electronic research and other techniques to gather in-depth information on potential and existing donors.
• Familiarity with standard research resources and information such as the Internet, Lexis Nexis, iWave, DonorSearch, SEC Filings, wealth screenings, etc.
• Flexibility and the ability to work well with all levels of internal staff, as well as outside donors and volunteers.
• Excellent organizational skills, ability to handle multiple projects with competing deadlines, establish goals and workload priorities and adjust to changing priorities simultaneously and accurately.
• 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.
• Skills to work independently and cooperatively as part of a team.
• Exceptional written and verbal communication skills and strong interpersonal abilities.
• Support the University’s commitment to creating a respectful and collaborative work environment that values integrity, professionalism, and mutual respect in all interactions; and the capacity to lead, influence, and inspire others are essential.
• Proficient in the following areas: Windows operating systems, Microsoft Office 365: Microsoft Word, Excel, Outlook and MS Teams; familiarity with donor databases, contact management systems, and tracking systems and experience in a data-driven environment is also highly preferred.
• Knowledge of ethical and best practices of the prospect development profession.
• The ability and willingness to travel for advanced training as needed.

Responsibilities

• Manage and monitor the Senior Director’s calendar, ensuring they have the information and materials needed for daily, weekly, and monthly commitments.
• Arrange travel logistics—including air, car, and lodging reservations—and secure required confirmations for official travel.
• Maintain team workplans and assist with progress tracking and metrics reporting.
• Prepare and coordinate weekly team meeting agendas, reserve meeting space, and support other meetings as needed.
• Oversee the incoming case request queue, triaging and assigning requests to the appropriate staff member to ensure efficient workflow and timely follow-up.
• Schedule and manage onboarding training for new staff members, maintain and update the onboarding planner to reflect any schedule changes, and track completion of all required training components.
• Contribute to documentation and best-practice efforts by tracking monthly development trends and assisting with the creation of the PSR Monthly Focus; support updates to the Relationship Management Guiding Principles (RMGP), including documentation revisions, change-management activities, and participation in PMIT; and assist with maintaining and updating content on the PSR Wiki.
• Plan and facilitate team-building activities, special events, and culture-building initiatives that promote collaboration and a positive team environment within PSR.
• Coordinate project schedules, gather stakeholder input, and manage timelines to keep initiatives on track and executed efficiently.
• Oversee the risk assessment process by coordinating applications, facilitating approvals, and maintaining accurate tracking of renewal dates to ensure compliance and operational continuity.
• Leverage a wide range of reference materials, online databases, government resources, and other tools to gather information on prospects and potential funding sources for the University.
• Partner with Prospect Strategy & Research (PSR) team members on proactive research initiatives, goal setting, and long-term strategies for prospect identification and portfolio optimization.
• Prepare a range of thorough, accurate and timely research deliverables on UF donors and prospects, from high- level overviews to in-depth profiles, for a variety of audiences across UF. Research subjects may include individuals as well as local, national, and international corporations and foundations.
• Develop deep knowledge of the CRM and expertise in retrieving, updating, and maintaining accurate constituent information. Collaborate with Data Integrity and other colleagues to ensure data quality across systems.
• Support PSR team members by conducting post-meeting follow-up, including contact information verification, updating biographical information, and fulfilling research requests.
• Assist with data audits to ensure accuracy, completeness, and adherence to data standards.
• Monitor news alerts for important prospect updates, ensuring relevant information is recorded in the database and documentation is imaged appropriately.
• Oversee and manage the referral pipeline, tracking referrals, monitoring return on investment (ROI), and producing monthly and quarterly performance reports. Recommend process improvements and create documentation or training materials to strengthen referral workflows.
• Assist the Senior Director with compiling, submitting, tracking, and reconciling the departmental budget.
• Prepare and submit expense reports for the team.
• Track vendor contracts, including renewal dates, license allocation, and invoicing.
• Monitor spending trends, review purchase requests, and produce regular budget and expenditure reports.

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
• PSLF Eligibility: We are a Public Service Loan Forgiveness Eligible Employer

What This Job Offers

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