Development Assistant

Apply now Job no: 531146
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Advancement, Office/Administrative/Fiscal Support, Veteran's Preference Eligible, Engineering
Department:19011700 - EG-DEVELOPMENT

Classification Title:

Development Assistant

Job Description:

Reporting to the Advancement Administrative Specialist, the Development Assistant is assigned to the Development and External Affairs Office in the Herbert Wertheim College of Engineering (HWCOE). This position provides program and administrative support to the Directors of Development as well as Alumni Affairs, Donor Relations, and Corporate Relations. The incumbent must have the ability to coordinate multiple projects at a high level of performance, accuracy, and speed. This role requires excellent written and oral communication skills, organizational skills, and the ability to work independently.


At UF Advancement we are committed to “The Gold Standard Culture” and live it through:

Our Vision: To be ranked among the best, as measured by Voluntary Support of Education

Our Mission: To be a catalyst in securing and managing private support for university priorities

Our Values:

  • Excellence – Strive for greatness as an institution that brings out the best in each individual.
  • Discovery & Innovation – Collaborate on the uncharted frontiers of knowledge to seek truth and make the world a better place.
  • Inclusion – Celebrate differences in identities, thoughts, and abilities, and seek to provide equitable access to opportunity.
  • Freedom & Civility – Embrace the freedom to inquire and express ideas without condemnation, and to show respect for the right of others to do the same.
  • Community – Create a safe, welcoming community and a shared purpose that builds a sense of belonging and togetherness.
  • Stewardship – Show respect for those who came before us, responsibility for those now with us, and the commitment to leave a just and habitable world for those who come after us.

Development Support

  • Serve as the first point of contact for the HWCOE development office and handle office interactions independently. Warmly greet guests and effectively and efficiently manage incoming phone calls. Exemplify the gold standard by creating a professional and hospitable environment with a focus on exceptional customer service.
  • Plan and coordinate meetings, manage calendars, and make travel arrangements as needed for development officers.
  • Oversee customer service and ensure exemplary standards and increase effectiveness and efficiency in service.
  • Communicate clearly with stakeholders and external staff about the internal functions and processes of the College in order to appropriately direct requests, identify needs, and ensure appropriate resolution using high customer service standards.
  • 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 in alignment with UF Advancement’s Vision and Values. Routinely updating, scanning, and purging when necessary.
  • Prioritize multiple assignments and plans to execute strategies under limited timeframes to meet deadlines. Ensure project deliverables are met.

Fiscal Support

  • Coordinate and handle all administrative tasks related to vendors and budgets, including contacting vendors, filling out disbursement-related paperwork, keeping track of contracts and related paperwork, and maintaining a list of both external and internal users of resources.
  • Coordinate and handle all expenses for the Office of Advancement related to travel, entertainment, and professional development.

Event Planning

  • Work in collaboration with HWCOE’s Marketing & Communications and UF Advancement’s Strategic Communication, Marketing & Engagement teams to help produce special promotional materials that relate to events or programs to include invitations, special pledge forms, name tags and signage.
  • Manage RSVPs and event registration details for Advancement Office events.
  • Assist in implementation of events in cooperation with the Dean’s office, Annual Giving/Alumni Affairs, UF Advancement, UF Campus groups and the community as it relates to furthering the fundraising process for the HWCOE.
  • Plan and implement all aspects of receptions, luncheons, dinners, and campus visits for constituents with an interest in supporting the college.
  • Oversee calendar coordination for all constituents.
  • Assist with event set-up, breakdown and serving as host for HWCOE events.

Data Requests

  • Process information report requests including, but not limited to the weekly gift reports, various alumni reports, and major gift reports for newsletters.
  • Manage confidential data and must be skilled in use of Microsoft excel and databases.

Perform related duties as required or deemed appropriate to the accomplishment of the responsibilities and functions related to this position.

Expected Salary:

$17.00-$19.00 per hour; commensurate with qualifications and experience

Minimum Requirements:

Bachelor's degree or an equivalent combination of education and experience.

Preferred Qualifications:

The ideal candidate will possess:

  • The ability to work strategically, develop and implement constituency programs and activities, along with a talent for motivating volunteers.
  • The ability to communicate clearly and effectively with diverse constituencies, meet deadlines, be self-motivated, and work independently.
  • Accuracy, attention to detail and a customer service-oriented attitude.
  • Ability to work collaboratively and a team player.
  • Competency in problem solving. 
  • Must be an outstanding communicator and possess excellent written and verbal communication skills; interpersonal skills; and the ability to work collegially and interact effectively with a diverse constituency.
  • An appreciation for and support of diversity in the workplace in all its forms; proven success working with stakeholders; project management skills; experience in a data-driven environment; organizational skills; and the ability to lead, influence and motivate others are required.
  • Working knowledge in these areas:  Windows, Microsoft Word, Microsoft Excel, Microsoft Access, internet browsers, preferably Internet Explorer, E-mail.  Working knowledge of a donor database, contact management and tracking system.
  • The ability and willingness to travel.  A valid driver license and good driving record are essential.* 

*Business expenses are reimbursed through a standard accounting system.  The ability to pay for expenses using your own personal credit card or funds and have them reimbursed is essential. 

UF Advancement has defined the following critical competencies for organizational and position specific success:

  • Collaboration - Ability to work cooperatively with others to achieve the goals of the organization.
    • Shares own experience, resources and expertise with others breaking down barriers or organizational boundaries to ensure team’s success.
    • Assists in keeping levels of team performance and morale high.
    • Works cooperatively and recognizes diversity as a strength and uses it to the benefit of projects and goals.
    • Works to meet individual, business unit and university goals with the acknowledgment of, and cooperation with the achievement of others' goals.
  • Stakeholder Focus - Centralizes all efforts and tasks around meeting the needs of stakeholders to support the University of Florida.
    • Addresses stakeholder needs in a positive, timely and efficient manner by involving the right people and resources at the right time.
    • Understands the audience and seeks feedback to identify opportunities to improve the relationship and deliverables.
    • Creates stakeholder value utilizing service processes that attract, solidify and expand the total stakeholder relationship.
    • Considers the impact on all stakeholders when taking action, or carrying out one’s own job responsibilities.
  • Manages Execution - Consistently maintains a high level of action and results while working with effectiveness and determination.
    • Executes functional tasks in pursuit of the larger vision (thinks big, acts small).
    • Pursues goals with persistence, energy, drive, a positive attitude and a need to finish.
    • Consistently prepared with a high level of productivity, prioritizing tasks to work effectively and efficiently to make and meet expectations.
    • Uncovers problems and issues and removes barriers in order to move the work forward.
  • Accountability - Takes responsibility for work activities, personal actions and self-development.
    • Acts resourcefully, ensuring work is completed on time and to quality standards within legal guidelines and policies. 
    • Finds opportunities for personal and professional development keeping up-to-date on technical and functional aspects of one’s job.
    • Assumes personal ownership of complications immediately and follows through until resolved.
    • Accepts feedback openly, acknowledging and learning from mistakes, without becoming defensive.
  • Adaptability/ Innovation - Applies original thinking in approaching job responsibilities, overcoming challenges and adjusting to changes in one’s environment.
    • Sustains effectiveness in varying environments with different tasks, responsibilities, and people in the face of ambiguity or uncertainty.
    • Courageous with ideas; generates new ideas and creative solutions that impact results.
    • Maintains flexibility to accept, embrace and lead change.
    • Responds effectively to unique needs, adapting solutions and providing creative and/or flexible options.
  • Effective Communication - Ability to listen and effectively relay information to others in all forms of communication.
    • Communicates effectively and shares information appropriately with internal and external constituents through multiple mediums.
    • Interprets information, ideas, and instructions clearly in verbal and written communication.
    • Demonstrates active listening: checks for understanding and clarity by asking the right questions.
    • Maintains composure and communicates in a direct, truthful, transparent and positive manner.
  • Critical Thinking - Ability to obtain, analyze, synthesize and evaluate information effectively.
    • Utilizes logical reasoning to make judgments in accordance with established professional and organizational criteria.
    • Objectively identifies goals and makes decisions by considering both short-term and long-term implications.
    • Creatively identifies opportunities to increase efficiency, simplicity and revenue (understands finite resources).
    • Effectively recognizes and considers the forces, events, entities, and people that effect a situation before making a conclusion.
  • Organizational Acumen - The ability to understand and navigate governance, administration, and culture in the internal and external environment demonstrating commitment to organizational mission.
    • Acts in a decisive, timely and appropriate manner that is congruent with the organization’s values and goals.
    • Integrates and balances big picture concerns related to political, social and economic issues effecting the organization with day-to-day activities.
    • Knowledgeable of policies, practices, trends and information that impact the organization.
    • Demonstrates understanding of, alignment with, and a commitment to the university’s mission in serving our constituents.
Special Instructions to Applicants:

In order to be considered for this position, applicants must upload a cover letter and resume with application.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required: No


Advertised: Eastern Daylight Time
Applications close: Eastern Daylight Time

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