Administrative Specialist for University Development and Alumni Engagement

Posting Details

Position Information Job Title Administrative Specialist for University Development and Alumni Engagement Position Number 319320 Requisition Number B08821 Position Type Support Staff Non Exempt Class Code 5123 Time-limited through N/A Type of Appointment Full-Time Faculty Position Sub-Type N/A Length of Appointment N/A Internal Recruitment? No Working Hours 8:00am - 5:00pm Department Major Gifts Organization Univ Development/Alumni Engagement Division Univ Development/Alumni Engagement College N/A Approved Hiring Salary Range Up to $40,000.00; or as commensurate with experience Pay Basis Annually Equal Opportunity In 2020, the University of North Florida (UNF) received the prestigious INSIGHT Into Diversity magazine Higher Education Excellence in Diversity (HEED) Award, the only application-based national award for U.S. colleges and universities that exhibit an outstanding commitment to diversity and inclusion across their campuses. In addition, UNF ranked highest among the HEED institutions and was recognized as a 2020 Diversity Champion.

The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida is an Equal Opportunity Employer and does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, gender identity/expression, sexual orientation, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation. Carnegie UNF is a Carnegie Community Engaged Institution. This designation celebrates the University’s collaboration with community partners from the local to the global level. It reflects UNF’s mission to contribute to the public good and prepare educated, engaged citizens. Faculty Initiatives The University of North Florida promotes the quality and effectiveness of education and strives to maintain the highest standards of academic excellence in all phases of instruction, research/scholarship/creative activity, and service. General Description / Primary Purpose The Administrative Specialist will support the University Development and Alumni Engagement division. Essential Duties Job Function - Direct interaction with high level donors, prospects, organizations, foundations, UNF Foundation Board members, volunteers, University’s VPs, Deans, Department Heads, etc.,
Position will assist in the design, development and implementation of departmental processes, procedures and/or programs, and responsibilities include but not limited to:
- Handles tracking and routing of all proposals and gift agreements prepared by members of UDAE, including Vice President, Assistant Vice Presidents and all Directors of Development from their inception until finalization.
- Makes travel arrangements and reimbursement for travel expenses for the VP and AVP.
- High level of internal interaction with University senior level administration, including President, VP’s, Deans, etc.
- Frequent external contact with Foundation Board members, donors, prospective donors and community leaders.
- Coordinate the implementation and administration of departmental processes and/or programs.
- Recommend policies and procedures changes to ensure better coordination of departmental programs.
- Works collaboratively with university staff to ensure UDAE program’s success.
- Assist in the preparation & delivery of workshops and training programs.
- Interpret departmental policies.
- Position is expected to perform tasks with a high degree of independence and minimal supervision.
- Responsible for maintaining a high degree of confidentiality with respect to donors.
- Assist with organizing Foundation Board Meetings and Executive Committee.
- Ability to forge strong working relationships with others and a capacity for engaging confidence and trust among donors, alumni, parents and friends of the University of North Florida.
- Well-developed interpersonal skills and ability to balance and move forward multiple projects.

Event, Meeting and Training Planning:
- Coordinate events, meetings and workshops for high visibility donors, volunteers and prospective donors.
- Plan, organize and execute events and special programs including, but not limited to:
-UNF Foundation Board Executive Committee
-UNF Foundation Full Board Meeting
-UDAE PTS Meetings
-UDAE Quarterly reviews and PME Meetings for all fundraising staff
-UDAE Staff Meetings, Retreats and Training Meetings
-Coordinate Alumni Hall facility utilization by campus and external clients.
-Works collaboratively with university staff to ensure event and meeting success.

UNF Foundation Board/Donor/Prospect Work
- Primary point of contact for UNF Foundation Board
- Primary point of contact for UNF Executive Committee
- Assist with preparation of Presidential briefing memos for donor meetings
- Collaborate with other campus departments in projects/initiatives managed by UDAE.
- Assist in creation of a comprehensive stewardship and donor relations strategy to ensure UNF Foundation Board members are adequately thanked and engaged

Budget Coordination:
- Under the direction of the VP, assists in the development and implementation of departmental processes and/or programs.
- Aids with financial analysis of department budgets.
- Budgetary management overview to maximize effectives of resources directly related to the office of the VP for University Development and Alumni Engagement.
-Reconcile expenditures of E&G and Foundation budgeted funds.
-Submit expense reimbursements and invoices for payments.

During declared campus emergencies, this position may be required to perform specific job-related duties at a designated off campus location or place of residence. Percentage Of Time 100 Posting Detail Information Marginal Functions May represent the university on local, system-wide or state committees Required Qualifications A Bachelor’s degree from an acceptable accredited institution in a directly related area of specialization; or a high school diploma and four years of experience directly related to the job functions. Directly related college coursework or vocational/technical training may substitute at an equivalent rate for the required experience. Faculty Position Required Qualifications n/a Departmental Requirements N/A Statement(s) of Understanding Definition This position requires a background check. In conjunction with the University’s policy, this position may also require a credit check.

The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator. Required Licensure or Certification N/A Machines/Equipment used regularly N/A Anticipated Start Date 07/22/2024 Job Posting Date 05/17/2024 Application Review Date Application Deadline Open Until Filled Yes Point of Contact Information Emily Gebbia, 904-620-2177 Hiring Official Michael McLaughlin Location if not Jacksonville N/A Special Instructions Applicants must complete an online application, as well as upload supplemental documents, at www.unfjobs.org in order to be considered for this position. Applicants who do not apply online and/or upload all the required documents will not be considered for this position. Once you submit both your completed application and uploaded documents you will receive a confirmation number. Keep the confirmation number for your records.