Development Coordinator 

The Development Coordinator plays a pivotal role in supporting the Advancement Department (75%) and the Communications Department (25%) at The Herbert Wertheim UF Scripps Institute for Biomedical Innovation & Technology, part of the University of Florida. The Coordinator is responsible for managing multiple high-level strategic initiatives and will work across both teams to handle a variety of strategic and administrative functions. This role reports to the Executive Director of Advancement with some oversight by the Director of Communications. Occasional driving and travel are expected as part of the job duties.

THE GOLD STANDARD CULTURE

At UF Advancement we are committed to “The Gold Standard Culture” and live it through:

Our Vision: To be ranked among the best, as measured by Voluntary Support of Education

Our Mission: To be a catalyst in securing and managing private support for university priorities

• Our Values:
  • Excellence – Strive for greatness as an institution that brings out the best in each individual.
  • Discovery & Innovation – Collaborate on the uncharted frontiers of knowledge to seek truth and make the world a better place.
  • Inclusion – Celebrate differences in identities, thoughts, and abilities, and seek to provide equitable access to opportunity.
  • Freedom & Civility – Embrace the freedom to inquire and express ideas without condemnation, and to show respect for the right of others to do the same.
  • Community – Create a safe, welcoming community and a shared purpose that builds a sense of belonging and togetherness.
  • Stewardship – Show respect for those who came before us, responsibility for those now with us, and the commitment to leave a just and habitable world for those who come after us.

Donor Relations and Strategic Initiatives:

A significant portion of this role focuses on strengthening donor relationships, supporting strategic fundraising initiatives and organizing events. Key responsibilities include coordinating donor visits, pulling gift reports, overseeing the gift acknowledgment processes and assisting in the planning and execution of donor events. Duties include but are not limited to:

• 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.
• Manage the donor tour process: ensure accurate scheduling, create itineraries and draft donor profiles.
• Plan and coordinate Ambassador’s Council Meetings: prepare agendas, presentations, meeting logistics and minutes.
• Event Coordination: management of all logistics, mailing lists, printing, receive and track RSVPs, 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 list, shot list, tent cards and giveaways.
• Ensure that the appropriate donor data is entered into the CRM for tracking purposes.
• Organize and archive post-event photos for social media, web, donor stewardship.
• Fund management: Regularly communicates with the Assistant Director of Operations, CFO and faculty regarding the creation of funds, to confirm receipt of gifts, report fund balances or transfers.
• Participate in the tracking of philanthropic fellowships and awards.
• Track sponsorships, memberships and tickets: ensure leadership calendars are updated and timely with relevant information and that sponsorship deliverables are met.
• Maintain a centralized calendar of events and activities for Advancement, External Affairs, Communications and Education and Outreach: Communicates regularly with staff across the departments to ensure accuracy and update weekly.
• Coordinate the execution of the Annual Endowment Reports.
• Coordinate annual giving-related fundraising and programmatic initiatives including annual solicitation, stewardship mailings and invitations for campaigns and events.
• Pull gift reports, receive and process gifts in accordance with UFF gift policies.
• Coordinate gift acknowledgement letters and stewardship communications including holiday correspondence and other donor related recognitions throughout the year.
• Monitor local obituaries for prospect and donor notifications – sending condolences, sympathy cards and updating Data Services.
• Serve as a point of contact for internal and external stakeholders, responding to inquiries and directing them to the appropriate resources.

Administrative Support:

Maintain organized and efficient administrative processes to support the seamless operation of the Advancement and Communications departments. Duties include but are not limited to:

Advancement

• Manage complex calendars; schedule meetings and events, send reminders, and coordinate logistics such as agendas, room bookings, catering, and A/V setup.
• Coordinate and manage travel; arranging travel and securing tickets and/or reservations for transportation and lodging, complete and submit expense reports, managing 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 letterhead, business cards, brochures and branded recognition items such as pens, notepads, coffee mugs, etc.
• Other duties as assigned by the Executive Director of Advancement.

Communications

• Project manage a variety of graphic design and marketing projects.
• Assist with scheduling and planning for photo and video projects.
• Upload, organize and document photos and videos.
• Assist with visits from outside community groups, including booking rooms and obtaining any necessary audiovisual support.
• Coordinate vendor registration needs, purchase orders, invoicing and payments.
• Help maintain current media lists.
• Maintain media coverage archive and assist with reports.  
• Help create slides in PowerPoint, Adobe Express and similar software applications
• Gather materials for social media use, including cell phone photo and video
• Other duties as assigned by the Director of Communications.

Travel may be required for this employee designated as frequent, non-frequent or none in accordance with UFA’s driving policy.

Will operate vehicles for an assigned business purpose as a “non-frequent driver” (1-2/mth)

Perform related duties as required or deemed appropriate to the accomplishment of the responsibilities and functions related to this position.

Starting at $60,000.00; commensurate with education and experience. 

• Prior experience in development, fundraising or higher education.
• Prior project management experience.
• Prior experience in event management, working with vendors and contracts and comfortable working after normal business hours.
• Strong organizational skills.
• Must take initiative, possess strong work ethic and demonstrate the ability to handle a broad workload, manage various projects simultaneously and meet deadlines.
• The ability to work strategically, develop and implement constituency programs and activities, along with a talent for motivating volunteers.
• Accuracy, attention to detail and a customer service-oriented attitude.
• Ability to work collaboratively and be 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 collegially and interact effectively with a diverse constituency.
• High proficiency in these areas: CRM system, Dropbox, Asana, Windows, Microsoft Word, Microsoft Excel, Microsoft Power Point, E-mail.  Experience working in Adobe Creative Suite a plus.
• The ability and willingness to travel.  A valid driver license and good driving record are essential.

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

Please provide names and email addresses of three to five professional references as part of the application process. When ready, the hiring department will contact the listed references via email requesting their reference letters to be uploaded directly to the application website.

Working schedule Monday - Friday 8:00 A.M. until 5:00 P.M.

This position requires flexibility to work outside of regular business hours, including evenings and weekends.

This position is open until filled. Application review will begin June 20, 2025. 

The University of Florida offers a competitive benefits package including health, retirement, paid time off, discount programs, professional development, and work life support. To learn more about our benefits package click here: Benefits.

This position is time-limited.