| Job Description: |
Are you passionate about building meaningful connections and creating impactful experiences? The Alumni Relations Coordinator plays a pivotal administrative role in supporting the Executive Director of Alumni Relations and the University of Florida Alumni Association (UFAA). In this dynamic and professional position, you will collaborate daily with administrators, staff, faculty, students, and alumni, fostering relationships that strengthen the Gator community.
Alumni Operations
- Organize and handle the administrative details for the Executive Director of Alumni Relations/Executive Director of the University of Florida Alumni Association; provide detailed briefings materials for meetings with senior leadership ensuring that relevant information is clear, accurate, and delivered in advance.
- Manage the Executive Director of Alumni Relations calendar prioritize meetings, and ensure timely scheduling, rescheduling, and cancellation of appointments. Coordinate prep and debrief time for key meetings. Monitor and update contact information in Outlook.
- Handle travel arrangements for the Executive Director, including transportation, lodging, parking passes, itineraries, directional maps, research, and travel logistics. At the completion of travel, proactively collect expenses and receipts for reimbursement.
- Plan, coordinate, and execute off-site events, conferences, and activities, often involving senior leadership. Ensure all logistics, including guest management, travel, and venue details, are handled smoothly.
- Organize garage parking passes for guests and ensure accurate record-keeping and distribution.
- Coordinate, plan and implement activities and off-site events, including managing inventory for materials (e.g., banners, supplies, catering) and liaising with vendors, alumni, and/or leadership to ensure timely execution.
- Maintain and organize office filing systems, ensuring supplies are stocked and efficient use of office tools and resources.
- Ensure compliance with all University of Florida and UF Advancement regulations, particularly regarding file management and office practices.
- Ensure best practices in office systems and practices, maintain files and record keeping; ensure effective use of strategic tools and resources in alignment with UF Advancement’s Vision and Values of Excellence, Discovery & Innovation, Inclusion, Freedom & Civility, Community and Stewardship.
- Prioritize and manage multiple projects, ensuring timely execution and meeting of deadlines, particularly under tight timeframes.
- Prepare and draft correspondence, data driven reports, and other documents, some of which may be confidential, for the Executive Director’s use in leading the execution of the Strategic Plan.
- Greet visitors and manage phone calls with a focus on creating a professional, welcoming environment.
- Serve as a point of contact for candidates, hiring managers, and stakeholders to provide a world-class onboarding experience for newly hired employees, ensuring smooth and efficient interactions.
- Support Talent Management by coordinating the onboarding process for newly hired employees, ensuring a seamless and timely transition, including assisting with logistics and document preparation.
UFAA Board Management
- Partner closely with the Executive Director on all UFAA Board-related activities, ensuring seamless preparation and documentation of board meetings and that strategic goals are clearly defines and effectively tracked.
- Plan, coordinate and execute three Alumni Board meetings in conjunction with the Executive Director.
- Manage the board nomination and appointment process, including overseeing communication with Advancement and external constituents, facilitating New Board Member Orientation, and securing necessary university approvals for new members and appointees.
- Support to workgroups and committees by identifying, nominating, qualifying, cultivating, evaluating, and recruiting prospective members, strategically assessing board composition, and driving leadership succession planning to support growth and organizational goals.
- Development and implement strategies to achieve board goals and objectives, providing leadership in setting action plans, identifying trends, resolving issues, and optimizing systems to improve organizational effectiveness.
- Coordinate the planning process for meetings and initiatives, establishing timelines and conceptualizing goals.
- Create comprehensive meeting materials, including agendas, presentations, and speaking points.
- Oversee the documentation and record-keeping for board meetings, ensuring minutes are accurate, actions are tracked, and all records are filed appropriately.
- Ensure effective follow-up on action items post-meetings, maintaining clear communication and accountability for completion.
- Facilitate stakeholder engagement by distributing key information related to board meetings and volunteer events, ensuring high levels of participation and involvement.
- Maintain and report on board demographics and key statistical data, ensuring that official board rosters and documents are updated and compliant.
- Collaborate with Legal and Governance teams to manage annual conflict of interest disclosure statements and ensure compliance with bylaws and best practices in board governance, supporting effective organizational oversight.
- Work closely with Board officers to ensure they fulfill their responsibilities, aligning communication and strategies to meet evolving goals and priorities.
- Analyze and address board feedback through post-meeting surveys, identifying opportunities for continuous improvement in meeting structure, polices, and processes.
- Act as the liaison between the board and internal teams to facilitate clear, timely communication and smooth flow of information across all stakeholders.
- Oversee the UFAA website management, ensuring it is current, functional, and accessible, supporting both board and stakeholder engagement effectively.
Project Management & Team Coordination
- Assist Executive Director by proactively managing deadlines and deliverables for key meetings and projects. Develop and maintain a rolling task list for the Executive Director.
- Manage/coordinate scheduling of annual evaluations; ensure meetings are held and appraisals are submitted to meet deadlines.
- Manage and process disbursements for Alumni Relations, ensuring accuracy and compliance with financial guidelines.
- Handle referrals and data analysis tasks for Alumni Relations identifying trends and opportunities for improvement.
- Organize and coordinate all logistical aspects of staff retreats, including venue selection, travel arrangements, and agenda planning for Alumni Relations.
- Manage logistics for bi-weekly Alumni Relations team meetings, including scheduling, agenda preparation, and meeting room setup.
- Facilitate communication and coordination among team members to maximize the effectiveness of these meetings.
- Handle communication efforts targeted at organizational leadership, including drafting and disseminating important messages and updates.
- Collaborate with leadership to ensure effective communication strategies and messaging alignment.
Communications
- Collaborate with Strategic Communications, Marketing & Engagement to develop and implement high-impact materials and messaging that reinforce Advancement and university-wide branding and communication strategies.
- Oversee and manage the internal communications calendar, ensuring timely execution of communication initiatives across the organization.
- Draft, review, and finalize executive level correspondence, including emails, presentations, agendas, and other critical documents.
- Coordinate the efficient transmission of official correspondence via multiple channels (e.g., by mail, fax, e-mail), and proactively manage the flow of information to support seamless operations within the office.
- Create and send professional communications to key stakeholders, including affiliates and other university offices, ensuring all content is accurate, clear, and aligned with intuitional priorities.
- Maintain a high standard of professionalism in all interactions with all internal and external stakeholders, fostering positive relationships and effective communications across all levels.
Fiscal Management
- Assist in the preparation and justification of the annual operating budget for Alumni Relations, ensuring alignment with strategic goals and fiscal constraints.
- Review and verify all disbursement requests from the Executive Director’s direct reports for accuracy and appropriateness before submitting to the Executive Director for approval.
- Actively participate in budget planning and training sessions, staying informed on financial best practices and institutional procedures.
- Forecast financial requirements and prepare detailed project budgets, ensuring expenditures are aligned with strategic priorities.
- Analyze budget variances regularly, identifying discrepancies and taking proactive measures to ensure financial objectives are met.
- Develop and implement corrective actions when necessary to stay within budget constraints.
- Continuously monitor and track Alumni expenditures.
- Provide timely and accurate financial updates and reports to support decision-making processes.
- Oversee the management of financial records related to the Wells Fargo account and ensure accurate processing of disbursements and invoice payments.
- Ensure that all financial transactions are documented and tracked in accordance with university policies, maintaining clear records for audit purposes.
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