| Job Description: |
The Assistant Director of Alumni Relations and Annual Giving reports to the Director of Constituent Relations & Alumni Affairs and is responsible for developing and executing alumni engagement, annual giving, stewardship, and fundraising initiatives that strengthen relationships with alumni and donors while advancing the College's philanthropic goals. The position manages outreach campaigns, alumni events, annual giving programs, volunteer engagement efforts, and prospect development activities designed to increase alumni participation, donor retention, and philanthropic support. Working collaboratively with Advancement, college leadership, university partners, and volunteers, the Assistant Director helps build a strong pipeline of engaged alumni and future donors through strategic relationship management, communications, and programming. The position also supports the identification and qualification of prospective major gift donors and serves as a key contributor to the College's overall advancement and constituent engagement strategy.
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
Annual Giving & Alumni Engagement Programming
- Develop, implement, manage and facilitate the execution of all annual giving-related fundraising and programmatic initiatives within the college, including targeted appeals, donor retention efforts, and annual giving campaigns.
- Meet with alumni, annual giving donors, and prospective donors to strengthen relationships, identify philanthropic interests, encourage engagement with the college, and support the identification and qualification of future leadership and major gift prospects.
- Conduct proactive outreach to alumni, prospects, and donors through in-person meetings, phone calls, virtual meetings, email, and other communication channels to cultivate relationships and encourage participation in college programs, events, volunteer opportunities, and philanthropic initiatives.
- Travel locally, regionally, and nationally, as appropriate, to support alumni engagement and annual giving initiatives; attend, coordinate, and provide on-site support for alumni events, regional programs, cultivation activities, and college-sponsored gatherings.
- Develop and implement targeted outreach and calling campaigns in support of development-related events and activities, including regional alumni events, Grand Guard, alumni recognition programs, cultivation gatherings, and stewardship initiatives.
- Work closely with the Associate Director of Donor Relations to support the planning and implementation of annual stewardship and recognition societies, including the Dean’s Leadership Circle and Benton Loyalty Society.
- Serve as a liaison to the UF Annual Giving program; coordinate project requests, participate in planning meetings, and develop an annual communications calendar for fundraising appeals and engagement initiatives.
- Lead the college’s participation in UF Giving Day, including the development of college strategy, campaign messaging, volunteer and ambassador engagement, outreach plans, and coordination with internal and external partners.
- Collaborate with Engineering Marketing & Communications (MARCOM) and UF Advancement partners to develop and distribute communications and promotional materials that highlight annual giving opportunities, alumni achievements, college news, and engagement initiatives.
- Develop and manage targeted fundraising and engagement communications, including direct mail appeals, e-solicitations, personalized donor correspondence, stewardship communications, event invitations, fundraising materials, and outreach messaging.
- Analyze alumni and donor data to identify opportunities for targeted outreach, donor acquisition, retention, re-engagement, and increased philanthropic participation.
- Maintain accurate and timely records of alumni and donor interactions, outreach activity, engagement, and fundraising progress in the Ascend database. Prepare contact reports and use prospect research, data analysis, and other strategic tools to inform engagement and fundraising strategies.
- Support the development and implementation of digital giving and social media campaigns in collaboration with college and university partners.
Alumni Relations & Event Management
- Plan, coordinate, and execute alumni engagement events in collaboration with the Dean’s Office, UF Advancement, Engineering Marketing & Communications, academic units, the UF Alumni Association, campus partners, and community organizations.
- Serve as the lead staff member or on-site college representative for assigned alumni events, which may include regional alumni receptions, alumni tailgates, campus visits, alumni recognition programs, and other college or university events.
- Travel to assigned alumni events and engagement activities to provide on-site leadership and support, including event setup, registration, guest engagement, program coordination, troubleshooting, and event breakdown.
- Manage all phases of assigned events, including establishing timelines, developing event plans, coordinating invitations and communications, managing registrations and RSVPs, arranging catering and parking, coordinating vendors, preparing event materials, and overseeing event setup and breakdown.
- Serve as the primary point of contact for event attendees, alumni volunteers, vendors, university partners, college leadership, and staff.
- Build and maintain strong relationships with alumni, volunteers, vendors, and campus partners to enhance the alumni experience and support successful event execution.
- Ensure timely follow-up after events, including attendee coding, database updates, contact reports, stewardship communications, and identification of alumni and prospects for future engagement or fundraising activity.
- Evaluate event participation, engagement outcomes, and return on investment; use data and feedback to recommend improvements and inform future programming.
Prospect Development, Marketing & Strategic Support
- Identify, research, and cultivate alumni and annual giving prospects with the potential for increased engagement, annual support, leadership giving, volunteer involvement, or future major gift activity.
- Partner with development officers and Advancement colleagues to identify and refer qualified prospects and support the development of alumni and donor pipelines.
- Prepare briefing materials, prospect information, event summaries, engagement reports, and other materials for college leadership and Advancement staff.
- Monitor and analyze alumni engagement and annual giving metrics, including event participation, donor retention, new donor acquisition, alumni participation, outreach activity, and prospect development outcomes.
- Maintain effective office systems, records, and project-management processes. Ensure appropriate use of contact reports, prospect management tools, research resources, data analysis, and the Ascend database.
- Manage confidential and sensitive information and exercise sound judgment and discretion in all interactions with alumni, donors, prospects, volunteers, college leadership, and university partners.
- Design and produce special promotional materials that relate to events or programs to include invitations, signage, nametags, donor reports, and more.
- Design and order college promotional items for development and college outreach.
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:
- The ability to work strategically, develop and implement constituency programs and activities, along with a talent for motivating volunteers.
- Proficiency with event management, project management, and marketing tools, including experience managing multiple priorities, timelines, vendors, and stakeholders simultaneously.
- Experience in higher education advancement, alumni relations, annual giving, fundraising, development, or nonprofit relationship management.
- 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 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.
- The ability and willingness to travel. A valid driver license and good driving record are essential.*
*Business expenses are reimbursed through a standard accounting system. The ability to pay for expenses using your own personal credit card or funds and have them reimbursed is essential.
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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