Development Coordinator

About the role

Maintain an accurate calendar for the Executive Director (ED) of Advancement; determine priorities for meetings; schedule, confirm, and cancel meetings as needed.

Support the hiring processes for Advancement team members, booking travel arrangements when necessary and scheduling Zoom and in-person interviews.

Prepare and submit the annual operating budget request and provide periodic reports quarterly.

Manage financial records, prepare disbursements requests, invoice payments, and travel expense reports verifying for accuracy and appropriateness before submitting for final signature.

Ensure compliance with all University of Florida and UF Advancement regulations.

Purchase needed supplies for office as well as stewardship items, in accordance with spending guidelines.

Process UFA fund to fund transfers.

Review and processes donor contributions to the college.

Manage Source of Funds requests, including new fund setup, updates to existing funds, and fund closures.

Manage financial transactions for UF Foundation gift deposits and collections for both COE and PKY.

Provides fiscal and administrative support for the Development Office by managing travel authorizations and reimbursements, PCard transactions, requisitions, and purchasing operations in accordance with university policies and procedures.

Maintain inventory of printed material and office supplies, order when necessary.

Verify and approve payable time for the COE Advancement team.

Coordinate daily office operations to enhance office accuracy and efficiency.

Record all activity in Ascend, the donor database.

Responsibilities

• Maintain an accurate calendar for the Executive Director (ED) of Advancement; determine priorities for meetings; schedule, confirm, and cancel meetings as needed.
• Support the hiring processes for Advancement team members, booking travel arrangements when necessary and scheduling Zoom and in-person interviews.
• Prepare and submit the annual operating budget request and provide periodic reports quarterly.
• Manage financial records, prepare disbursements requests, invoice payments, and travel expense reports verifying for accuracy and appropriateness before submitting for final signature.
• Ensure compliance with all University of Florida and UF Advancement regulations.
• Purchase needed supplies for office as well as stewardship items, in accordance with spending guidelines.
• Process UFA fund to fund transfers.
• Review and processes donor contributions to the college.
• Manage Source of Funds requests, including new fund setup, updates to existing funds, and fund closures.
• Manage financial transactions for UF Foundation gift deposits and collections for both COE and PKY.
• Provides fiscal and administrative support for the Development Office by managing travel authorizations and reimbursements, PCard transactions, requisitions, and purchasing operations in accordance with university policies and procedures.
• Maintain inventory of printed material and office supplies, order when necessary.
• Verify and approve payable time for the COE Advancement team.
• Coordinate daily office operations to enhance office accuracy and efficiency.
• Record all activity in Ascend, the donor database.

Qualifications

• Bachelor's degree or an equivalent combination of education and experience.
• Two years of project management (or advanced administrative) experience.
• Prior experience in development, fundraising, alumni relations or higher education.
• Accuracy, attention to detail and a customer service-oriented attitude.
• Ability to work proactively, collaboratively and as a team player.
• Excellent analytical and problem-solving skills.
• Ability to organize resources and establish priorities.
• Ability to work collaboratively and as a team player.
• Exceptional written and verbal communication skills, strong interpersonal abilities, and the capacity to engage effectively and collaboratively with a wide range of individuals are essential.
• Support the University’s commitment to creating a respectful and collaborative work environment that values integrity, professionalism, and mutual respect in all interactions; demonstrated success collaborating with stakeholders; strong project management skills; experience in a data-driven environment; excellent organizational abilities; and the capacity to lead, influence, and inspire others are essential.
• Proficient in the following areas: Windows operating systems, Microsoft Word, Excel, and Access, as well as internet browsers and email platforms.
• Familiarity with donor databases, contact management systems, and tracking systems is also highly preferred.