| Job Description: |
Join a team dedicated to advancing legal education through philanthropy and engagement. The Fredric G. Levin College of Law is seeking a Development Coordinator to help build meaningful connections with alumni, donors, and friends of the college. Supporting a variety of fundraising, stewardship, and engagement initiatives, this role serves as a key partner in creating exceptional experiences that inspire philanthropy and strengthen lifelong relationships. From supporting day-to-day operations to helping bring fundraising goals to life, the Development Coordinator plays a vital role in strengthening the college's community of supporters and expanding its philanthropic impact. This is an exciting opportunity for someone who enjoys collaborating with others, managing diverse projects, and contributing to the success of a mission-driven team.
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
RESPONSIBILITIES
Development Office Support
- Maintain development calendars and assist with visit and travel plans for development team.
- Support senior leadership in preparation for donor visits preparing needed documents such as Giving Summaries, college collateral, and/or stewardship items.
- Stay current on College of Law policies and/or program updates and advise the team accordingly.
- Ensure compliance with all University of Florida and UF Advancement regulations.
- Ensure best practices in office systems and administrative processes; maintain files and record keeping; optimize the use of strategic tools and resources aligned with UF Advancement’s mission; and routinely update, scan and purge records in accordance with established procedures.
- Support the office by providing customer service and telephone coverage; responsibilities include screening calls, managing department email accounts, database management, and using Ascend efficiently.
- Coordinate internal and external meetings and events, including development team meetings and College of Law alumni board meetings, by managing logistics such as room reservations, refreshments, meeting materials, technology setup, and serving as the primary liaison to the College of Law’s Special Events team.
- Serve as primary administrative liaison between the Dean’s Office and the Foundation.
- Serve as the primary liaison with administrative support staff across UF Advancement development offices and college/unit partners to facilitate effective communication and collaboration.
- Prioritize multiple assignments and plan and execute project strategies; effectively communicate project progress and timelines.
- Support the student assistant with daily projects and general oversight.
Business Operations
- Maintain financial records, prepare disbursements requests, invoice payments, and travel expense reports verifying for accuracy and appropriateness before submitting for final signature.
- Reconcile and coordinate all departmental expenses and prepare routine fiscal reports.
- Monitor department expenses and work with the College of Law’s finance team when funds need to be transferred.
- Maintain scholarship records, and annual endowment fund reports. Collaborate with the Advancement’s Donor Relations and Annual Giving teams as necessary to ensure accuracy of these reports.
- Provide fund balance information to Student Services and departments annually.
- Maintain records of Foundation reports (i.e. Monthly Gift Reports and Fund Balance Reports) and endowed/non-endowed fund balances.
- Purchase office supplies and stewardship-related materials in accordance with established purchasing policies and spending guidelines, while maintaining appropriate inventory levels to support daily operations.
- Process UFA fund to fund transfers.
- Review and processes donor contributions to the college.
- Maintain access to Ascend, Advancement’s fundraising database, which includes confidential prospect profiles and gift information.
- Manage Source of Fund requests, including new fund setup, updates to existing funds, and fund closures.
- Manage financial transactions for UF Foundation gift deposits and collections for the College.
- Provide 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.
- Review and verify paylist and work with the Business office to resolve any payroll issues.
- Continuously evaluate and streamline office procedures, recommending process improvements and solutions to enhance operational efficiency. Coordinate daily office operations to ensure efficient workflow, maintain operational accuracy, prioritize administrative activities, and support the effective functioning of the department.
Constituent Engagement
- Ensure events run smoothly and provide logistical support to the Alumni Relations team.
- Support the donor relations strategy by mailing donor birthday and milestone recognitions, as well as delivering the regular cadence of annual giving stewardship, such as ThankView messages, etc.
- Manage all college logistics regarding President’s Suite at the Fall Football Games and/or other sporting events when donors are invited.
- Serve as the team liaison to the College of Law and UFF Communications teams to ensure donor stories are elevated and team collateral, such as leave-behinds and, one-pagers are created.
- Manage the shared email inbox for College of Law Advancement.
- Communicate with donors, prospects, and alumni via phone, email, and at events. Record all activity in Ascend.
- Maintain and prepare mailing lists, assemble event invitations, make name tags, pick up/drop off event supplies, assist with registration tables, event set-up and breakdown, and other duties as assigned.
- Assist with special events as needed.
Marginal Functions
Perform related duties as required or deemed appropriate to the accomplishment of the responsibilities and functions related to this position.
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| Preferred: |
The ideal candidate will possess:
- 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.
UF Advancement has defined the following critical competencies for organizational and position specific success:
- Collaboration - Ability to work cooperatively with others to achieve the goals of the organization.
- Shares own experience, resources and expertise with others breaking down barriers or organizational boundaries to ensure team’s success.
- Assists in keeping levels of team performance and morale high.
- Works cooperatively with a wide array of individuals and uses all available skills for the benefit of projects and goals.
- Works to meet individual, business unit and university goals with the acknowledgment of, and cooperation with the achievement of others' goals.
- Stakeholder Focus - Centralizes all efforts and tasks around meeting the needs of stakeholders to support the University of Florida.
- Addresses stakeholder needs in a positive, timely and efficient manner by involving the right people and resources at the right time.
- Understands the audience and seeks feedback to identify opportunities to improve the relationship and deliverables.
- Creates stakeholder value utilizing service processes that attract, solidify and expand the total stakeholder relationship.
- Considers the impact on all stakeholders when taking action or carrying out one’s own job responsibilities.
- Manages Execution - Consistently maintains a high level of action and results while working with effectiveness and determination.
- Executes functional tasks in pursuit of the larger vision (thinks big, acts small).
- Pursues goals with persistence, energy, drive, a positive attitude and a need to finish.
- Consistently prepared with a high level of productivity, prioritizing tasks to work effectively and efficiently to make and meet expectations.
- Uncovers problems and issues and removes barriers in order to move the work forward.
- Accountability - Takes responsibility for work activities, personal actions and self-development.
- Acts resourcefully, ensuring work is completed on time and to quality standards within legal guidelines and policies.
- Finds opportunities for personal and professional development keeping up-to-date on technical and functional aspects of one’s job.
- Assumes personal ownership of complications immediately and follows through until resolved.
- Accepts feedback openly, acknowledging and learning from mistakes, without becoming defensive.
- Adaptability/ Innovation - Applies original thinking in approaching job responsibilities, overcoming challenges and adjusting to changes in one’s environment.
- Sustains effectiveness in varying environments with different tasks, responsibilities, and people in the face of ambiguity or uncertainty.
- Courageous with ideas; generates new ideas and creative solutions that impact results.
- Maintains flexibility to accept, embrace and lead change.
- Responds effectively to unique needs, adapting solutions and providing creative and/or flexible options.
- Effective Communication - Ability to listen and effectively relay information to others in all forms of communication.
- Communicates effectively and shares information appropriately with internal and external constituents through multiple mediums.
- Interprets information, ideas, and instructions clearly in verbal and written communication.
- Demonstrates active listening: checks for understanding and clarity by asking the right questions.
- Maintains composure and communicates in a direct, truthful, transparent and positive manner.
- Critical Thinking - Ability to obtain, analyze, synthesize and evaluate information effectively.
- Utilizes logical reasoning to make judgments in accordance with established professional and organizational criteria.
- Objectively identifies goals and makes decisions by considering both short-term and long-term implications.
- Creatively identifies opportunities to increase efficiency, simplicity and revenue (understands finite resources).
- Effectively recognizes and considers the forces, events, entities, and people that effect a situation before making a conclusion.
- Organizational Acumen - The ability to understand and navigate governance, administration, and culture in the internal and external environment demonstrating commitment to organizational mission.
- Acts in a decisive, timely and appropriate manner that is congruent with the organization’s values and goals.
- Integrates and balances big picture concerns related to political, social and economic issues effecting the organization with day-to-day activities.
- Knowledgeable of policies, practices, trends and information that impact the organization.
- Demonstrates understanding of, alignment with, and a commitment to the university’s mission in serving our constituents.
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