Development Assistant

Apply now Job no: 538768
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department:  - EG-DEVELOPMENT

Classification

Title:

Development Assistant

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

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.

• 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 time frames to meet deadlines. Ensure project deliverables are met.

• 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.
• Independently prepare, review, and process all forms including, but not limited to, deposits, fund transfers, and the setting up of new funds in accordance with organizational procedures.

• 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.

• 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.

$21.50-$24.00; commensurate with qualifications and experience