Development and Administrative Coordinator

Development and Administrative Coordinator

Status: Full-Time, Non-Exempt

Schedule: Monday–Friday, 9:00 AM – 5:00 PM (occasional early mornings, evenings, or weekends as needed)

Salary: $54,875 annually (or $26.38/hour; salary is non-negotiable)

Reports To: Associate Director

Location: Gainesville, FL (primarily in-office; 4+ days per week with Fridays remote)

A.M. Crawford, Inc. (AMC) seeks a highly organized, forward-thinking Development & Administrative Coordinator (DAC) to support both internal operations and client-facing fundraising work — with a particular focus on knowledge management, documentation, and the thoughtful use of AI tools. This hybrid role combines administrative excellence, project coordination, fundraising support, and organizational knowledge stewardship. The DAC plays a critical role in ensuring that information, systems, and institutional knowledge are captured, organized, and accessible across the firm.

• Support AMC’s organizational knowledge management efforts, ensuring that key information, processes, and learnings are documented and accessible.
• Organize and maintain internal knowledge assets such as:
  • Meeting and interview transcripts (including Gemini-generated transcripts)
  • Reference materials and research libraries
  • Client and internal documentation housed in tools such as NotebookLM
• Assist with the setup, maintenance, and improvement of custom GPTs, AI work spaces, and internal knowledge tools used by the team.
• Experiment with AI tools (e.g., ChatGPT, Gemini, Notebook
  
  LM, and similar platforms) to improve workflows, documentation, research, and administrative efficiency.
• Proactively bring ideas for how AI and automation can support fundraising, operations, and internal learning — and help test and implement those ideas in practice.

• Manage and maintain deadline calendars; schedule tasks associated with client deliverables and internal workflows.
• Coordinate meetings, prepare agendas, collect materials, and capture notes or action items as needed.
• Manage timely and professional email and voicemail correspondence; organize incoming communications to ensure priorities are addressed.
• Perform general office and administrative duties, including handling information requests, ordering supplies, and supporting office operations.
• Maintain efficient, well-organized filing systems (digital and hard copy) across Google Drive, Dropbox, and related platforms.
• Track all time and projects accurately in Asana and Harvest.

• Assist with the preparation of grant proposals, ensuring accuracy, completeness, and adherence to funder guidelines.
• Track and maintain records of all grant applications, including deadlines, requirements, submissions, and outcomes.
• Collaborate with AMC staff to research and identify potential funding opportunities.
• Research foundation and grant databases to support client fundraising strategies.
• Proofread and format professional, branded documents using Google Workspace, Microsoft Office, and related tools.

• Communicate effectively with the CEO, COO, staff, consultants, and clients as needed.
• Maintain confidentiality of all client and company information.
• Provide clerical, project, and coordination support across teams as assigned.
• Perform other duties as determined by the supervisor.

• Relevant professional experience in fundraising, development, administration, or project coordination — in nonprofit or comparable professional settings — and/or a degree in a related field.
• Demonstrated curiosity about — and experimentation with — AI and digital productivity tools (e.g., ChatGPT, Gemini, Notebook
  
  LM, or similar platforms).
• Strong organizational and administrative skills with the ability to manage multiple priorities and deadlines.
• Clear, professional written and verbal communication skills with strong attention to detail.
• Comfort supporting fundraising efforts such as grant tracking, proposal preparation, and research.
• Strong research skills and the ability to synthesize information from multiple sources.
• Proficiency with…