| Job Description: |
The Program Management Assistant provides administrative, operational, compliance, and project support to the Program Management team. Reporting to the Associate Director, this position assists with the review, coordination, tracking, administration, and continuous improvement of key business processes and strategic initiatives across UF Advancement.
The Program Management Assistant’s responsibilities include project coordination, contracts and grants administration, gift agreement support, due diligence and risk assessment activities, foreign compliance, policy adherence, and organizational improvement. The role collaborates with internal and external stakeholders to maintain accurate records, facilitate efficient workflows, identify potential for reputational risk, and promote consistent and compliant operational practices across the organization.
Project Coordination, Operational & Administrative Improvements
- Coordinate and support Program Management tasks related to agreements, projects, and special initiatives.
- Maintain databases, spreadsheets, tracking systems, and electronic files to support accurate recordkeeping, workflow monitoring, and reporting.
- Assist with documenting, reviewing, and refining business processes to improve workflow efficiency, accountability, and internal coordination.
- Develop and maintain procedural documentation, workflow guides, and training materials to support consistent practices and knowledge sharing.
- Collaborate with team members and university partners to communicate project updates, resolve routine administrative issues, and facilitate the timely completion of assigned activities.
- Help monitor project timelines, deliverables, and action items to ensure progress toward established goals.
- Gather, organize, and analyze operational data to support reporting, decision-making, and continuous improvement efforts.
- Assist leadership with strategic projects and special initiatives as assigned.
- Support implementation of operational improvements, technology enhancements, and strategic initiatives.
Contracts, Grants Coordination & Compliance
- Coordinate the receipt, review, processing, and tracking of contracts, grants, memorandum of understanding, and other institutional agreements.
- Conduct initial reviews of submitted agreements to identify completeness, potential risks, compliance considerations, and routing requirements.
- Facilitate and coordinate required signatures and approvals, ensuring process moves efficiently through the review and execution process.
- Assess agreements for compliance with applicable University policies, procedures, regulatory requirements, and organizational standards.
- Monitor and expedite workflow progress to minimize delays and ensure timely execution of agreements.
- Serve as a liaison among internal stakeholders, legal counsel, academic units, sponsors, and other parties involved in the agreement process.
- Maintain accurate records and status reports related to contract and grant review activities.
- Provide regular communication and updates to stakeholders regarding agreement status, required actions, and key deadlines.
- Identify opportunities to improve efficiency, consistency, and effectiveness within contract and grant administration processes
Research, Due Diligence & Vetting
- Conduct due diligence reviews and risk assessments on prospective donors, organizations, corporations, foundations, sponsors, and other entities to support informed decision-making and protect the University's interests.
- Perform background research utilizing internal and external sources to identify potential reputational, financial, legal, regulatory, or compliance risks associated with prospective relationships, gifts, grants, contracts, and partnerships.
- Monitor and evaluate negative news, adverse media, litigation history, sanctions, regulatory actions, political exposure, and other risk indicators that may impact the University's reputation or operations.
- Research individuals and organizations to verify identity, organizational standing, business activities, leadership structures, philanthropic history, and other relevant information.
- Conduct enhanced screening of high-risk or complex opportunities and elevate concerns to appropriate leadership for further review.
- Support the development, implementation, and continuous improvement of due diligence standards, screening procedures, and risk assessment protocols.
- Maintain accurate records of screening activities, findings, and recommendations in accordance with applicable policies and procedures.
- Collaborate with Advancement, legal, compliance, research administration, and other University stakeholders to gather information and ensure appropriate review of prospective engagements.
- Support the University's commitment to ethical partnerships and philanthropy by identifying and mitigating reputational risks associated with external relationships.
Foreign Compliance & Support
- Support foreign gift reporting and compliance activities in accordance with applicable federal regulations, state requirements, and University policies.
- Assist with the collection, organization, verification, and maintenance of information and documentation related to foreign gift reporting requirements.
- Conduct research and validation activities to support reporting accuracy, documentation completeness, and compliance efforts.
- Maintain tracking tools, records, and supporting documentation necessary for reporting, audits, reviews, and regulatory inquiries.
- Assist with reviewing gifts and related documentation to identify missing information, documentation discrepancies, or items requiring additional review.
- Gather and organize donor, gift, and funding information to support reporting and compliance processes.
- Support internal reviews, audits, and compliance initiatives by compiling records, preparing documentation, and coordinating responses to information requests.
- Provide administrative and operational support to the Program Management team, including file management, correspondence, scheduling coordination, and other related duties as assigned.
Gift Agreement Coordination & Compliance
- Assist with reviewing donor gift agreements, supporting documentation, and related records for completeness, accuracy, and consistency with university policies, established procedures, and philanthropic best practices.
- Coordinate the collection and organization of information required to prepare, review, revise, and process gift agreements in collaboration with advancement, legal, financial, and other university stakeholders.
- Identify discrepancies, missing information, and potential policy concerns in gift agreement language and documentation, escalating issues to appropriate personnel for further review and resolution.
- Track gift agreement status, outstanding items, review timelines, and required approvals to support timely processing and execution.
- Maintain organized electronic records, agreement files, tracking logs, and supporting documentation to facilitate reporting, research, and compliance reviews.
- Assist in developing and maintaining reference materials, checklists, and standardized procedures to improve the consistency and efficiency of gift agreement workflows.
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