Development Administrative Assistant

Job no: 519841
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Advancement, Veteran's Preference Eligible
Department:29011500 - MD-ALUMNI AFFAIRS

Classification Title:

Development Assistant

Job Description:

This position directly supports Development Officers within the UF Health Office of Advancement. This position provides all administrative support to the development officers and assists in the management of travel coordination and major prospect/donor management. This position requires superior administrative skills, attention to detail, and comprehension of the essential varied priorities of the development officers; involves extensive contact with staff, faculty, and donors.

Duties include:

  • Development Officer Support
    • Provide assistance to Development Officers, including prospect cultivation, donor stewardship, and insures that records are properly documented.
    • Maintain and monitor appointments and calendar for Director and keeps the director abreast of daily, weekly, and monthly schedules. Assist with communication to prospects and donors.
    • Process correspondence, funding requests proposals and reports. Independently prepare standard correspondence and proposals from basic information provided. Initiate correspondence as necessary to insure the efficient and timely flow of information within the College of Medicine Development Office.
    • Arrange travel, secure necessary tickets and confirm both airline and automobile travel. Ensure compliance with all University of Florida, UF Health, and UF Advancement regulations. Forward mail with appropriate background material and analysis. Must use judgment in sorting into action vs. general mail.
    • Assist the director in the administration of public event activities. This could include attendance at special events.
    • Collaborate with development officers in the implementation of fund-raising mailing appeals for various departments of the College of Medicine to include, but not limited to the preparation of pledge forms and the compiling of data.
    • Organize and maintain alphabetical and chronological files and records of correspondence, reports and other materials.
  • Administrative
    • Provide liaison through telephone, meetings, and personal contact with other departments/divisions throughout the University of Florida and the public. This public relations function requires not only an understanding of programs of the Office of Development and Alumni Affairs, College of Medicine and the mission of advancement activities, but also excellent presentation and interpersonal skills.
    • Assist with receptions and other events related to development outreach. This entails guest lists and invitations, serving as host, post-event follow-up and publicity.
    • Work closely with development staff on major fundraising initiatives.
    • Manage office supply inventory, purchasing and procurement under the direction of the Director of Strategy & Operations.
    • Prepare necessary paperwork to process accounts receivable.
  • Other duties as assigned.
Expected Salary:

Salary is competitive and commensurate with education and experience

Minimum Requirements:

Bachelors degree or an equivalent combination of education and experience.

Preferred Qualifications:
  • Knowledge of the Health Science Center, Foundation, and UF campus, programs and VIPs.
  • 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.
  • Ability to work collaboratively and a team player.
  • Competency in problem solving.
  • Must be an outstanding communicator and possess excellent written and verbal communication skills; interpersonal skills; and the ability to work cordially and interact effectively with a diverse constituency.
  • An appreciation for and support of diversity in the workplace in all its forms; proven success working with stakeholders; project management skills; experience in a data-driven environment; organizational skills; and the ability to lead, influence and motivate others are required.
  • 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.
  • Transcribing experience and the ability to type 35 cwpm. A computer competency test is required.
  • The ability and willingness to travel. A valid driver license and good driving record are essential.
Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

This is a time limited position.

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:No

Advertised: 20 May 2022 Eastern Daylight Time
Applications close: 03 Jun 2022 Eastern Daylight Time

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