| Job Description: |
Development Office Support
- Maintain an accurate calendar for the Executive Director (ED) of Advancement; determine priorities for meetings; schedule, confirm, and cancel meetings as needed. Proactively look ahead to ensure meetings remain feasible as priorities evolve.
- Support the hiring processes for Advancement team members, booking travel arrangements when necessary and scheduling Zoom and in-person interviews.
- Support the ED in preparation for donor visits preparing needed documents such as Giving Summaries, college collateral, and/or stewardship items.
- Stay current on College of Education and Advancement policies and/or program updates and advise the ED and team accordingly.
- 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 aligned with Our Vision, Mission and Values; routinely update, scan and purge records when necessary.
- Support the office by providing customer service and telephone coverage; responsibilities include screening calls, greeting guests in a friendly manner, database management, and using Ascend efficiently.
- Proactively prepare daily meeting folders, agendas, and meeting confirmations. Gather all necessary meeting documents, coordinate room preparations, and manage other meeting logistics. Reserve rooms, prepare refreshments, and ensure technology is set up and functioning before meetings, when necessary.
- Coordinate the hiring of and provide day-to-day supervision of the Advancement team’s student assistant.
Business Operations
- In collaboration with the ED, prepare and submit the annual operating budget request and provide periodic reports quarterly.
- Maintain financial records, prepare disbursements requests, invoice payments, and travel expense reports verifying for accuracy and appropriateness before submitting for final signature.
- Reconcile and coordinate all departmental expenses and prepare routine fiscal reports.
- Monitor department expenses and work with the College of Education’s Business Office when funds need to be transferred.
- Maintain scholarship records, and annual endowment fund reports. Collaborate with the central donor relations and annual giving teams as necessary to ensure accuracy of these reports. · Provide fund balance information to Student Services and departments annually.
- Maintain records of Foundation reports (i.e. Monthly Gift Reports and Fund Balance Reports) and endowed/non-endowed fund balances.
- Purchase needed supplies for office as well as stewardship items, in accordance with spending guidelines.
- Process UFA fund to fund transfers.
- Review and processes donor contributions to the college.
- Maintain access to Ascend, Advancement’s fundraising database, which includes confidential prospect profiles and gift information.
- Manage Source of Funds requests, including new fund setup, updates to existing funds, and fund closures.
- Manage financial transactions for UF Foundation gift deposits and collections for both COE and PKY.
- Provides fiscal and administrative support for the Development Office by managing travel authorizations and reimbursements, PCard transactions, requisitions, and purchasing operations in accordance with university policies and procedures.
- Maintain inventory of printed material and office supplies, order when necessary.
- Review and verify paylist and work with the Business office to resolve any payroll issues.
- Verify and approve payable time for the COE Advancement team.
- Work with the ED to streamline office procedures and recommend solutions when necessary.
- Coordinate daily office operations to enhance office accuracy and efficiency.
Development & Alumni Coordination
- Ensure events run smoothly and provide logistical support to the Alumni Relations and Strategic Events team member.
- Support the donor relations strategy by mailing donor birthday and milestone recognitions, as well as delivering the regular cadence of annual giving stewardship, such as ThankView messages, etc.
- Manage all college logistics regarding President’s Suite at the Fall Football Games and/or other sporting events when donors are invited.
- Serve as the team liaison to the COE and UFF Communications teams to ensure donor stories are elevated and team collateral, such as leave-behinds and, one-pagers are created.
- Manage the shared email inbox for COE Advancement.
- Support the student assistant with daily projects and general oversight.
- Communicate with donors, prospects, and COE alumni via phone, email, and at events. Record all activity in Ascend, the donor database.
Other
- Prioritize multiple assignments and plan and execute project strategies; effectively communicate project progress and timelines.
- Liaise and work closely with support staff within UFA development offices and colleges/units.
- Assist with special events as needed.
- Maintain and prepare mailing lists, assemble event invitations, make name tags, pick up/drop off event supplies, assist with registration tables, event set-up and breakdown, and other duties as assigned.
Perform related duties as required or deemed appropriate to the accomplishment of the responsibilities and functions related to this position.
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| Preferred: |
- Two years of project management (or advanced administrative) experience.
- Prior experience in development, fundraising, alumni relations or higher education.
- 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 work collaboratively and as a team player.
- Exceptional written and verbal communication skills, strong interpersonal abilities, and the capacity to engage effectively and collaboratively with a wide range of individuals are essential.
- Support the University’s commitment to creating a respectful and collaborative work environment that values integrity, professionalism, and mutual respect in all interactions; demonstrated success collaborating with stakeholders; strong project management skills; experience in a data-driven environment; excellent organizational abilities; and the capacity to lead, influence, and inspire others are essential.
- Proficient in the following areas: Windows operating systems, Microsoft Word, Excel, and Access, as well as internet browsers and email platforms. Familiarity with donor databases, contact management systems, and tracking systems is also highly preferred.
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