SI Advancement Coordinator

The Program Management Coordinator is a highly visible and responsible position that provides project coordination support for UF Advancement. Reporting to the Associate Director of Program Management, this position is responsible for managing high priority special projects, internal communications, and custom content creation for executive development leadership. Due to the extremely sensitive nature of development activities, a high level of confidentiality must be maintained at all times. The incumbent must demonstrate a proactive workstyle and practice good judgment, in accordance with established policies and procedures. Expert level written and oral communication skills and attention to detail are equally important.

Custom Reporting

• Maintain regular development leadership reporting, including ad-hoc reporting requests and analysis, capital projects, historic performance analysis, etc.
• Develop subject matter expertise in Advancement Performance, the primary reporting tool for development.
• Develop subject matter expertise for data related to Council for Advancement and Support of Education (CASE) VSE and Alumni Engagement surveys, and Advancement Leadership Forum (ALF) annual survey, along with other benchmarking requests, as appropriate.
• Build relationships with data services and prospect strategy and research to ensure alignment and effective communication that aligns operational resources with organizational needs.
• Support periodic requests for benchmarking data and conduct peer outreach as requested.
• Develop leadership communications, including one-pagers, custom reports, and presentations as requested.
• Serve as backup liaison to Talent Management for Annual Performance Plans, development officer metrics, and special requests.

Strategic Project Coordination

• Support priority projects and leadership deliverables at the direction of the Associate Director.  These projects would support organizational priorities for Development, Operations, Alumni, and others as necessary.
• Provide strategic project coordination in support of a slate of priority projects that impact organizational priorities and outcomes.
• Develop, coordinate, and execute comprehensive project plans, ensuring the effective communication of expectations, tasks, and timelines.
• Maintain a suite of project documents that are used to manage to project milestones and inform stakeholders of project goals and progress.
• Identify project obstacles and work with Associate Director to remove project roadblocks.
• Prioritize, plan, and execute multiple assignments/strategies under limited timeframes to meet deadlines; ensure project deliverables are met.
• Demonstrate flexibility, teamwork, and creativity in effectively addressing both internal and external challenges.
• Assist in the design and implementation of strategic initiatives to strengthen and promote relationships with internal/external leaders who are integral to the organization’s success.
• Report the progress of initiatives back to leadership and project stakeholders.
• Ensure compliance with all University of Florida and Advancement regulations and best practices in office systems, practices, file maintenance and record keeping; ensure effective use of strategic tools and resources in alignment with UF Advancement’s Vision and Values of Service, Excellence and Team.

Process Improvement & Creation

• As requested, gather information that facilitates organizing and presenting ideas, materials, and recommendations clearly that improves existing process or establishes new process.
• Collaborate with supervisor and organizational leadership to identify and analyze current processes, and develop new, efficient workflows to enhance operational effectiveness.
• Develop and implement new processes within QuickBase custom applications to streamline business processes, ensuring alignment with organizational goals, and improve overall workflow efficiency while ensuring compliance with best practices.
• Provide ongoing support and training as necessary on new processes, gathering feedback to continuously refine and improve application functionality and user experience.

Constituent & Volunteer Engagement

• Manage special initiatives using established best practices and ensuring effective communication of progress to Leadership and Associate Director.
• Organize, manage, and report on the progress of assigned projects, both internally and externally, to assure successful implementation and delivery of value to strategic partners.
• Coordinate and execute regular monthly meetings with constituents (e.g. Deans, Directors Development Council, Organizational Committees as defined by leadership, etc.) this includes meeting materials, communication, prep, follow-up etc.
• Contribute to and collaborate on development strategy.
• Plan, coordinate, and execute four to six constituent and volunteer engagement meetings in conjunction with Leadership and Associate Director.
• Manage the planning process to establish timelines and conceptualize goals.
• Create meeting agendas, develop presentation materials, develop materials for distribution and provide speaking points, etc.
• Oversee follow-up from meetings are handled appropriately.
• Oversee the meeting minute process and ensure actions are recorded and filed appropriately. 
• Liaise with the appropriate board manager to facilitate communications with board members and prospective members.

Daily Operations

• Serve as convener, facilitating workgroups, meetings, engaging in appropriate conversations with internal/external stakeholders, conducting appropriate research to support strategies and creating roadmaps to advance initiatives.
• Provide strategic support to Advancement’s strategic initiatives.
• Develop support materials that provide framework to successfully facilitate and lead conversations expanding upon strategic ideas and visions.
• Aid strategy development and the creation of materials in support of special initiatives.
• Summarize thoughts, ideas and notes from strategic conversations and meetings.
• Cascade visions, ideas and information to appropriate stakeholders and partners.

Commensurate with education and experience. The University of Florida offers a competitive benefits package including health, retirement, paid time off, discount programs, professional development and work life support. Learn more. 

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

The ideal candidate will possess:

• At least two years of project management (or advanced administrative) experience.
• Demonstrated ability to develop business process models.
• The ability to meet deadlines, be self-motivated, and work independently.
• 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 gather data, compile information and prepare reports. 
• 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 broad constituency.
• Proven success working with stakeholders; experience in a data-driven environment; organizational skills; and the ability to lead, influence and motivate others are required.
• Advanced computer skills in excel: including advanced knowledge of formulas, pivot tables, and the ability to connect and analyze data from multiple datasets
• Working knowledge in these areas:  Quickbase, Windows, Microsoft Word, Microsoft Access, internet browsers, E-mail, donor database, contact management and tracking system.

In order to be considered, you must upload your cover letter, resume and three references. Application must be submitted by 11:55 p.m. (ET) of the posting end date.