| Job Description: | The Development Assistant will provide direct support to the Executive Director of Development, general administrative support for the Office of Advancement, as well as act as backup as needed for the strategic engagement team (in the Office of Advancement). This role will plan and execute administrative operations for the office, as well as manage projects and strategic initiatives. The incumbent must have the ability to coordinate multiple projects at a high level of performance, accuracy, and efficiency. This position requires excellent written and oral communication skills, organizational skills, and the ability to work independently. Duties and responsibilities include, but are not limited to: Administrative Support - Answer phones for CLAS Development Office and route appropriately. Take messages when necessary and forward via email to appropriate staff.
- Ensure office supplies are organized and sufficiently stocked.
- Liaise between Advancement office and equipment and repair departments (Xerox, Computers, phones)
- Process all incoming and outgoing correspondence and information in an efficient manner, ensuring all items are mailed and charged to the appropriate fund. To include FedEx and UPS, as required.
- Prepare disbursement requests for pending invoices.
- Maintain appointments and calendars for Executive Director, including scheduling meetings, tracking appointments, and providing information pertaining to meetings. Keep the abreast of daily, weekly and monthly schedules. Assist with communication regarding calendar changes. Monitor calendars for other members of the office.
- Keep messages and make certain individuals are informed of all messages or changes in appointments.
- Coordinate travel arrangements including airline/hotel/dinner reservations, car rental, directions, etc. for CLAS Development purposes.
- Create labels via mail merge or individually as needed by Directors (i.e. visit follow up notes, birthday cards, etc.)
- Pick up and deliver items throughout the campus either by car, if available, or walking.
- Organize and maintain alphabetical and chronological files and records of correspondence, reports, and other materials, as required.
- Order/maintain adequate quantities of publications and stationery including, but not limited to, brochures, business cards, and note cards.
- Create agenda, organize topics, take minutes and for weekly staff meeting.
Development Support - Prepare reimbursement expense reports and Wells Fargo payment requests for the Executive Director and other members of the CLAS Advancement team.
- Process and track gifts and donation according to office policies. Compile and send weekly gift reports to each Fund Administrator for the respective unit(s).
- Act as liaison between various offices and departments of the College of Liberal Arts and Sciences and University of Florida Foundation, coordinating work and sharing appropriate information.
- Process various forms as needed including obtaining necessary signatures. Forms include, but are not limited to, fund creation/revision forms, gift agreements, asset transmittals, fund transfers.
- Draft business correspondence with minor editing by others. Initiate correspondence as necessary to insure the efficient and timely flow of information within the college and Development Office.
- Enter information into database (Advance) to update contact information and record fundraising activities.
- Request reports from UF Foundation and distribute appropriately. Reports include but are not limited to monthly updated fund list from UFF Accounting and data requests from Computing.
- Supply detailed and updated information about funds to Development Officers, Fund Administrators, Dean, Associate Deans, and Chairs as requested.
- Work with directors in the implementation of fundraising mailing appeals for various departments of the college. This includes, but is not limited to, the preparation of pledge forms and the compilation of data.
- Research information as assigned and maintain files on the data.
- Prepare reports as requested insuring accuracy of data and clarity of presentation.
- Coordinate all aspects of bulk mailings.
- Converse with donors, prospects, and others in an appropriate and professional manner. This public relations function requires not only an understanding of programs of the college and the mission of the Development Office, but also excellent presentation and interpersonal skills.
- Maintain confidentiality of all information entrusted to this position.
- Assist with special events, as needed.
- Prepare and coordinate documents for college leadership briefings, including bios for alumni/prospects/donors, itineraries, meeting minutes,
- and correspondence.
Project Management/Strategic Initiatives - Prioritize multiple projects and plan and execute strategies of projects; effectively communicate project progress and timelines. Ensures project deliverables are met.
- Works with senior management and strategic operations to define scope of the project and create a detailed work plan which identifies and sequences the activities needed to successfully complete the project.
- Determine the resources required to complete the project and develop a schedule for project completion that effectively allocates the resources to the activities. Monitor the progress of projects and make adjustments as necessary to ensure the successful completion of the project.
- Develop forms and records to document project activities and execute projects according to project plans. Set up files to ensure that all project information is appropriately documented and secured.
- Establish a communication schedule to update appropriate staff in the office on the progress of projects.
|
|---|
| Preferred Qualifications: | The ideal candidate will possess: - The ability to work strategically, develop and implement constituency programs and activities, along with a talent for motivating volunteers.
- The ability to communicate clearly and effectively with diverse constituencies, meet deadlines, be self-motivated, and work independently.
- Accuracy, attention to detail and a customer service-oriented attitude.
- Trustable with public and private funds.
- Ability to work collaboratively and as a team player.
- Competency in problem solving.
- Ability to set up events including moving/lifting tables, chairs, boxes of supplies, etc. (required).
- Ability to deliver materials by walking and driving (required).
- Excellent oral/ written communications and interpersonal skills; effective time management and organizational skills that are essential for success in this position.
- Working knowledge in these areas: Windows, Microsoft Word, Microsoft Excel, Microsoft Access, internet browsers, preferably Internet Explorer, E-mail. Working knowledge of a donor database, contact management and tracking system.
- The ability and willingness to travel. A valid driver’s license and good driving record are essential. *
*Business expenses are reimbursed through a standard accounting system. The ability to pay for expenses using your own personal credit card or funds and have them reimbursed is essential. |
|---|
| Special Instructions to Applicants: | In order to be considered, you must upload your cover letter, resume and three references. Applications must be submitted by 11:55 p.m. (ET) of the posting end date. 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. |
|---|
