| Job Description: |
The Development Assistant will provide high-level administrative support to the Executive Director of Advancement and the Family & Campus Development team. This role will plan and execute the administrative and development operations of the office. The incumbent must have the ability to coordinate multiple projects at a high level of performance, accuracy, and speed. This position requires excellent written and oral communication skills, organizational skills, and the ability to work independently. The incumbent will integrate all activities and initiatives with Advancement organizational goals, culture, mission, vision, and values.
Development Support
- Organize and handle the administrative details for the Executive Director of Advancement and the Family & Campus Development team.
- Manage accurate calendars; determine priorities for meetings; schedule meetings; confirm meetings; cancel meetings when needed. Schedule prep and debrief time on calendar and anticipate the same for meetings which require more attention. Monitor and update contact information in Outlook.
- Assist in the coordination of candidate travel, including transportation, lodging, travel itineraries, calendar, maps, research, and travel logistics. Prepare detailed travel itineraries, parking passes, and directional maps. Proactively scan calendar for upcoming conferences/development travel and begin travel planning process.
- Assist with managing and securing garage parking passes for guests and visitors; keep updated records related to parking; may be responsible for distributing passes to guests and visitors.
- Coordinate, plan and implement activities and off-site events that may include other university leadership.
- Draft correspondence and prepare/oversee the preparation of data driven reports, some of which may be confidential, that the Executive Director will use to lead the execution of the Strategic Plan.
- Support donor stewardship efforts including monthly birthday cards, year-end stewardship effort, and other personalized efforts.
- 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.
- Prioritize multiple assignments and plans to execute strategies under limited timeframes to meet deadlines.
- Ensure project deliverables are met.
- Oversee organization and upkeep of office filing system. Monitor inventory and order supplies, including donor stewardship items, when needed. Monitor printers, fax machine and all other office machinery is working properly and stocked with paper and toner. Assist as needed with special lunch meetings, coordinate menu orders and prepare meeting space.
Project Management & Team Coordination
- Assist Executive Director by proactively managing deadlines and deliverables for key meetings and projects. Develop and maintain a rolling task list.
- Manage/coordinate scheduling of quarterly and annual evaluations; ensure meetings are held and appraisals are submitted to meet deadlines.
- Assist in developing and justifying the annual operating budget for the department throughout the fiscal year; review in detail all disbursement requests from Family & Campus Development team, verifying them for accuracy and appropriateness before submitting to the AVP for signature; attend annual budget training sessions.
- Participate in meetings as requested.
- Provide support developing strategic materials as requested.
- Prepare standard reports and dashboards for reporting on development initiatives.
- Coordinate the logistics for the President’s Box for the Football Season and other athletic functions as it relates to our team’s cultivation and stewardship needs.
- Assist with fund management tasks such as establishing new funds (UFF-A, UFF-B, etc), updating existing fund records when needed. Working closely with Gifts and Records to ensure donor gifts are received.
Communications
- Prepare and proof correspondence, emails, acknowledgement letters, agendas, and other documents, some of which may be confidential; make necessary edits for accuracy of content.
- Prepare proposals and reports; maintain and update foundation, corporation and individual donor files.
- Forward communications with appropriate background material and analysis. Must use judgment in sorting into action vs. general communications.
- Create and send correspondence/communications to stakeholders, volunteers, and donors as needed.
- Prepare presentation materials for the Executive Director.
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| Expected Salary: |
$19.16 - 23.95 per hour; commensurate with education and experience.
Exceptional Benefits We Offer
- Affordable State Health Plans: Medical, Dental, and Vision Insurance
- Comprehensive Coverage: Life and Disability Insurance
- Secure Retirement Options: Generous plans to safeguard your future
- Inclusive Paid Time Off: Including 11 paid holidays, as well as family, sick, and vacation leave
- Professional and Personal Growth: Opportunities through
- UF Training & Organization Development, leadership development, LinkedIn learning, and more
- Tuition Assistance: Benefit from the UF Employee Education Program
- PSLF Eligibility: We are a Public Service Loan Forgiveness Eligible Employer
The University of Florida offers a competitive benefits package. Click here to learn more
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| Preferred: |
The ideal candidate will possess:
- Experience supporting top-level executives, preferably in development, fundraising, alumni relations, or higher education.
- Prior administrative support experience in a development, fundraising, alumni relations, or higher education environment.
- Strong business acumen.
- Flexibility and adaptability to shift tasks and meet urgent deadlines.
- Ability to collaborate effectively with internal staff at all levels, as well as external donors and volunteers.
- Excellent organizational skills, including the ability to manage multiple projects with competing deadlines and set workload priorities.
- Proven ability to write reports, correspondence, and other documents with clarity and professionalism.
- Efficiency in working independently with minimal supervision, exercising sound judgment, personal initiative, and responsibility for decisions and actions.
- Ability to work independently and collaboratively as part of a team.
- Accuracy, attention to detail and a customer service-oriented attitude are essential for success in this position.
- Exceptional written and verbal communication skills, strong interpersonal abilities, and the capability to engage collaboratively with diverse individuals.
- A commitment to workplace inclusion in all its forms and demonstrated success in stakeholder collaboration.
- Strong project management skills, experience in a data-driven environment, and the ability to lead, influence, and inspire others.
- 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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| Special Instructions to Applicants: |
In order to be considered, you must upload your cover letter, resume and three references.
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. Work visa sponsorship is not available for this position.
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