Development Coordinator - Jupiter, FL

Part of the University of Florida, The Herbert Wertheim UF Scripps Institute for Biomedical Innovation & Technology seeks a Development Coordinator to support the Advancement department. Occasional driving and travel are expected.

About the role

This pivotal role reports to the Associate Director of Development and handles a variety of administrative functions while managing multiple high-level strategic initiatives. The team is committed to “The Gold Standard Culture,” aiming to be ranked among the best in voluntary support of education and serving as a catalyst in securing and managing private support for university priorities.

Responsibilities

• Maintain organized and efficient administrative processes to support the Advancement department:
  • Maintain accurate calendars; schedule and prioritize appointments and events; send reminders and confirmations for meetings and appointments.
  • Organize and prepare for meetings, including setting agendas, booking meeting rooms, and arranging necessary technology or catering.
  • Coordinate and manage travel; arrange travel and secure tickets and/or reservations for transportation and lodging, complete and submit expense reports, manage reimbursements and payments.
  • Process disbursement requests for invoices and monthly credit card processing forms; record and code department transactions for budgeting purposes.
  • Draft, format, and proofread correspondence, reports, proposals, presentations, and other documents.
  • Maintain, track, and order/restock office supplies, printed documents including business cards, brochures, and branded recognition items such as pens, notepads, and coffee mugs.
• Steward donors by supporting donor engagement efforts, managing donor communications, and ensuring effective philanthropic stewardship:
  • Manage the donor tour process: ensure accurate scheduling, create itineraries, and draft donor profiles.
  • Assist in managing student volunteers by recruiting as needed for events, tours, or special functions.
  • Pull gift reports; receive and process gifts in accordance with UFF gift policies.
  • Coordinate the Institute's gift acknowledgment letters and stewardship communications, including holiday correspondence and other donor-related recognitions throughout the year.
  • Ensure timely stewardship for donors, build stewardship plans, and draft donor letters.
  • Coordinate the execution of the Annual Endowment Reports for the Institute; serve as liaison with UF Advancement Donor Relations.
  • Coordinate annual giving-related fundraising and programmatic initiatives, including annual solicitations, stewardship mailings, and invitations for campaigns and events; serve as liaison with UF Advancement Annual Giving.
  • Monitor local obituaries for prospect and donor notifications, sending condolences and sympathy cards, and updating the CRM accordingly.
  • Conduct requested and proactive detailed biographical research on identified prospects using CRM, Institute files, and other sources to determine factors that assist in identifying donor prospects.
  • Prepare briefing reports for events, tours, donor visits, and meetings.
• Advance organizational fundraising goals through strategic planning, data analysis, event management, operational coordination, and cross-functional collaboration:
  • Assist with budget preparation and tracking.
  • Collaborate with Data Services, Prospect Strategy & Research, and other operational teams to maintain accurate donor records, update databases, and extract, compile, and analyze data.
  • Produce reports and insights that support strategic initiatives, measure fundraising performance, and evaluate ROI.
  • Plan and coordinate Ambassador's Council meetings, including preparation of agendas, presentations, and meeting logistics.
  • Event coordination: manage all advancement event logistics, mailing lists, printing, RSVP tracking, and ensure all event details are handled efficiently and accurately.
  • Coordinate event vendors, including managing new vendor registrations and event logistics timelines.
  • Prepare event planning and meeting materials, including agendas, itineraries, programs, presentations, nametags, check-in lists, photography lists, tent cards, and giveaways.
  • Ensure that accurate event attendee data is entered into the CRM for tracking purposes.
  • Organize and archive post-event photos for social media, web, donor stewardship, and institutional communications.
  • Fund management: regularly communicate with the finance department, CFO, and faculty regarding the creation of funds; confirm receipt of gifts and report fund balances or transfers.
  • Participate in the tracking of philanthropic fellowships and awards.
  • Track sponsorships, memberships, and tickets; ensure leadership calendars are updated with relevant information and that sponsorship deliverables are fulfilled.
  • Maintain a centralized calendar of events and activities for Advancement, Communications, and Outreach; communicate regularly with staff across departments to ensure accuracy.
  • Assist with writing content for proposals, development brochures, case statements, and other development materials as needed.
  • Serve as a point of contact for internal and external stakeholders, responding to inquiries and directing them to the appropriate resources.

Requirements

• Bachelor’s degree or an equivalent combination of education and experience.
• Valid driver license and good driving record.

Preferred Qualifications

• Prior experience in development, fundraising, or higher education.
• Prior project management experience.
• Prior experience in event management, working with vendors and contracts, and comfort working after normal business hours.
• Strong organizational skills and the ability to handle a broad workload, manage various projects simultaneously, and meet deadlines.
• Ability to work strategically, develop and implement constituency programs and activities, and motivate volunteers.
• Accuracy, attention to detail, and a customer service-oriented attitude.
• Ability to work collaboratively and as a team player.
• Competency in problem solving.
• Exceptional written and verbal communication skills, strong interpersonal abilities, and the capacity to engage effectively and collaboratively with a wide range of individuals.
• High proficiency in CRM systems, Dropbox, Asana, Windows, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and email.
• Experience working in Adobe Creative Suite is a plus.
• Willingness and ability to travel.