| Job Description: |
Project Management
- In collaboration with the Executive Director and other Hamilton development staff, prepare research briefings, detailed trip itineraries, gift bags, and other meeting materials as needed.
- Assist fundraisers in completing post meeting follow-up, including contact entries and other communications.
- Support and monitor Hamilton School advisory council philanthropic and volunteer activity.
- In collaboration with Hamilton School’s communications, marketing, events, and administrative staff, manage invitation/RSVP’s, and other details for Hamilton School events including advisory council meetings, guest speakers and lectures, convocation and commencement, tailgates, milestone reunion programming, and other events as needed.
- Manage invitation/RSVP’s for Central Development events, including President’s Box, Gator 100, 40 Under 40, and other lists as needed.
- Assist with donor communications, including annual donor reports (AER’s), personalized letters to prospects and donors, proposals, tailored pledge forms, and any special appeals and/or reporting required by donors, including foundations and corporations.
Donor Stewardship
- Serve as liaison for quarterly donor relations meetings.
- Manage Hamilton School directed donor acknowledgments, including weekly electronic and regular mail gift thank yous.
- Collaborate with Hamilton School’s communications, marketing, events, and administrative staff to publish Directors newsletter and other stewardship communications.
- Collaborate with Central’s Donor Relations team to ensure timely completion of Annual Endowment Reports (AER’s), Grateful Gator Giving Day programs, preparation of donor impact reports, and other special donor acknowledgement programs, all in compliance with UF, UFF policies and deadlines.
Annual Giving/Alumni Relations
- In collaboration with the Executive Director and other development staff, partner with UF Advancement’s Annual Giving and Alumni Relations teams to impact the number and quality of annual giving and alumni relations activities.
- Collaborate with the Hamilton School’s communications, marketing, events, and administrative staff to impact those activities and events meant to drive annual giving/alumni participation, including UF's Gator Nation Giving Day, and other special programming.
- Send post Giving Day communications and gifts to participants.
Development Support
- Assist in maintaining and monitoring the calendar for the Executive Director and provide information relevant to daily, weekly, and monthly schedules.
- Assist in arranging travel by securing necessary tickets and/or reservations and confirmations for airlines, rental cars, and lodging arrangements for official travel.
- Assist in maintaining team workplan.
- Prepare/coordinate weekly team meeting agenda and meeting space, and other meetings as needed, including supporting the Executive Director’s weekly, monthly, and quarterly meetings with the Hamilton School Director.
- Initiate correspondence as necessary to ensure efficient and timely flow of information between Development office and internal and external constituents.
- Work closely with development staff on major fundraising initiatives.
Fiscal Management
- In coordination with the Executive Director, manage the development of the annual operating budget for Hamilton School Advancement including, but not limited to evaluation of spending trends, approval of purchases and regular reports to development fund administrators regarding year-to-date spending.
- Assist the Executive Director with the compilation, submission and tracking of Advancement Office budget.
- Assist in completion/submission of expense reports for the team.
- Process gifts and disbursements in accordance with UF Foundation guidelines.
- In collaboration with the Hamilton School Financial Analyst, assist in managing UFF fund maintenance, including creating and closing funds, and reporting on fund balances and expenditures as requested.
- Coordinate yearly Scholarship Awards disbursement with Foundation Controller, Hamilton School Financial Analyst, Hamilton School Academic & Student Affairs, and UF's Office of Student Financial Affairs.
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| Preferred: |
- Experience in development, fundraising, alumni relations or higher education.
- Ability to draft correspondence efficiently with excellent use of the English language, excellent proofreading and editing skills.
- Meeting deadlines and managing multiple priorities are highly desired skills for this position.
- Excellent organizational skills; demonstrated skill to work on projects with competing deadlines and to establish goals and workload priorities.
- Strong administrative and project management skills are important.
- The ability to deadlines, be self-motivated, and work independently.
- Accuracy, attention to detail and a customer service- oriented attitude.
- Competency in problem solving.
- The ability to plan, organize and coordinate work assignments, organize files, and other records independently.
- Ability to manage projects while handling multiple other tasks, calls and visitors expeditiously and courteously.
- Understanding of professional fundraising operations and ethics.
- Experience in sales, event planning, and/or alumni outreach helpful.
- Experience in database management and prospect research desirable.
- 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.
- Off campus travel may be required. A valid driver license and good driving record are essential.*
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