Development Coordinator

Job Description:

Development Office Support

• Maintain accurate calendar for the Executive Director of Advancement; determine priorities for meetings; schedule meetings; confirm meetings; cancel meetings when needed. Schedule preparatory and debrief time on calendar and anticipate the same for meetings which require more attention.
• Coordinate travel arrangements, arrange for appropriate research and background material to be gathered, prepare travel memo for briefing prior to travel, and prepare detailed itineraries for trips. Make hotel reservations and arrange for ground and commercial air transportation when needed for extended travel.
• Prepare and maintain itineraries for both.
• Communicate policy for program operations and advise the executive director regarding interpretations, applications, and implementation of new or revised rules, policies and procedures.
• 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 with the Our Vision, Mission and Values. Routinely updating, scanning and purging when necessary.
• Support the office by providing customer service and telephone coverage for the office; responsibilities to include screening calls and greeting guests in a friendly manner, database management, and contact reports using Advance efficiently.
• Be proactive in preparing daily meeting folders and agendas, and meeting confirmations. Gather all necessary meeting documents, room preparations, and other meeting logistics.

Business Operations

• Responsible for development and justification of College of Education and Advancement, monitor annual operating budget and provide periodic reports.
• Maintain financial records, prepare disbursements requests, invoice payments, and travel expense reports verifying for accuracy and appropriateness before submitting for final signature.
• Reconciles and coordinates all departmental expenses and prepares routine fiscal reports using UF Advancement and Peoplesoft data.
• Monitor department expenses and work with the College of Education’s Business Office when funds need to be transferred.
• Maintain scholarship records, and annual fund 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.
• Process UFA fund to fund transfers.
• Review and processes donor contributions to the college.
• Maintain fund-raising database, prospect profiles and gift information.
• Manage Source of Funds requests, including new fund setup, updates to existing funds, and fund closures.
• Manage for both COE and PKY the financial transactions for UF Foundation Gift deposits and collections, travel TA’s and reimbursements, PCards, requisition and the purchasing operations of the Development Office.
• Maintain inventory of printed material and office supplies to reduce cost.
• Review and verify paylist and work with the Business office to resolve all payroll issues.
• Verify and approve payable time.
• Work with the Senior Director to streamline office procedures and recommend solutions to problems.
• Coordinate with the Business Office to hire student and OPS personnel.
• Coordinate daily office operations to enhance office accuracy and efficiency.

Development & Alumni Coordination

• Responsible for assisting Associate Director of Alumni Relations and Strategic Partnerships with such activities as coordinating non-academic events for the university; planning, organizing, and directing activities for the university which may include such areas as fundraising and public/social function activities; coordinating contact with and involvement of university alumni, as appropriate.
• May provide counsel, advice, and technical assistance to colleges and other operational units of the university in the raising of private funds for their projects or programs.
• Assist in alumni engagement by coordinating and implementing events.
• Assist in implementing programs to maintain and promote alumni interest and support.
• Assist in meeting established goals and objectives for the department and the university.
• Assist in coordinating programs and implementing fundraising events.
• Recommend strategies for strengthening alumni participation and support.
• Assist with preparation of grants and proposals, as needed or assigned.
• Orders and interprets data from the University of Florida Foundation (UFF) for the use of the COE Advancement office.

Other

• Prioritize multiple assignment and plan and execute strategies of projects; effectively communicate project progress and timelines.
• Liaison and work closely with support staff within UFA development offices and colleges/units.
• Assist with special events as needed.
• Responsible for maintaining and preparing mailing lists, assembling event invitations, making name tags, picking up/dropping 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.

Some nights and weekends are required as necessary.

Will not operate vehicles for an assigned business purpose.

Expected Salary:

$, - $,

Required Qualifications: Bachelor's degree or an equivalent combination of education and experience. Preferred:

The ideal candidate will possess:

• 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 meet deadlines, attention to detail, accuracy, and a customer service-oriented attitude.
• Ability to work collaboratively and a team player.
• Competency in problem solving.
• 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.