Development Administrative Assistant

Development Administrative Assistant

Job No: 541308

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Advancement, Office/Administrative/Fiscal Support

Department:  - AD-VP ADVANCEMENT

Classification

Title:

Development Assistant

Classification

Minimum Requirements:

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

The Development Administrative 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.

• 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.
• During candidate recruitment: 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. Coordinate calendars, travel assistance, travel itineraries, and reconciliations for the Executive Director and Family & Campus Development team as needed.
• Assist with managing and securing garage parking passes for guests and visitors; keeping 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 time frames 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 are working properly and stocked with paper and toner. Assist as needed with special lunch meetings, coordinate menu orders and prepare meeting space.

• 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 bi- 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 administrative and clerical support to develop 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…