Special Projects Coordinator

Bachelor’s degree in an appropriate area and two years of relevant experience or an equivalent combination of education and experience.

 Successful communications and marketing initiatives depend on thoughtful planning, seamless coordination, and strong partnerships. The Strategic Communications Project Coordinator is essential to the success of the Strategic Communications, Marketing & Engagement team, fostering collaboration and aligning people, processes, and projects to achieve shared goals. Working closely with SCME leadership, project sponsors, and stakeholders, this role manages project intake, tracking, communications, and workflow processes while ensuring expectations, timelines, and deliverables remain clear and organized. The ideal candidate excels at balancing multiple priorities, building relationships, and creating the structure that helps teams do their best work.

Project Intake & Tracking

• Work in close collaboration with Advancement SCME leadership to plan, organize and monitor the production of communications, marketing projects and events involving clients/project sponsors.
• Work with SCME directors to coordinate the talent and resources of the communications and marketing team to meet strategic objectives.
• Prioritize and organize multiple assignments and deliverables, and execute work flows often under tight timeframes.
• Update and maintain the project management system throughout the production process.
• Ensure project deliverables are completed within project timeline and budget.
• Organize and save final electronic versions of documents and files in the system at the close of all projects
• Identify obstacles, resolve issues and devise solutions throughout the process to continually improve protocols, templates and procedures to maximize efficiency.
• Contribute to project production as needed.

Project Communications

• Build and maintain positive relationships and act as the liaison between SCME and other Advancement partners. Serve as the primary point of contact for projects.
• Communicate updates regarding scope, deliverables, milestones and/or deadlines in a timely manner.
• Schedule kick-off to initiate projects and coordinate regular status meetings as appropriate to inform team and stakeholders of project deliverables, provide updates and manage timelines.
• Conduct debriefing meetings at the end of projects to record wins and opportunities for future efforts.

Project Analytics & Reporting

• Work with clients/project sponsors to establish metrics and evaluate and analyze project performance.
• Produce accurate reports to guide future decision making as needed.
• Run weekly and monthly dashboard reports and send them to project sponsors.
• Track invoices and send them to appropriate cost center managers for payment.

Special Projects

• Serve on Advancement committees and manage special projects as needed.

$53,000-63,000 annually, commensurate with experience and education.

Exceptional Benefits We Offer

• Affordable State Health Plans: Medical, Dental, and Vision Insurance
• Comprehensive Coverage: Life and Disability Insurance
• Secure Retirement Options: Generous plans to safeguard your future
• Paid Time Off: Including 11 paid holidays, as well as family, sick, and vacation leave
• Professional and Personal Growth: Opportunities through UF Training & Organization Development, leadership development, LinkedIn learning, and more
• Tuition Assistance: Benefit from the UF Employee Education Program
• PSLF Eligibility: We are a Public Service Loan Forgiveness Eligible Employer

The University of Florida offers a competitive benefits package. Click here to learn more.

Bachelor’s degree in an appropriate area and two years of relevant experience or an equivalent combination of education and experience.

A valid Florida driver's license is required.

The ideal candidate will possess:

• Prior experience in an administrative support role within a development, fundraising, alumni relations or higher education environment.
• Strong business acumen.
• The ability to communicate clearly and effectively with broad constituencies, meet deadlines, possess problem-solving capabilities, be self-motivated, and work independently.
• Ability to conceptualize, develop and utilize innovative materials and resources in support of donor relations.
• Demonstrated project management experience in a multi-operational and multi-disciplinary environment.
• Accuracy, attention to detail and a customer service-oriented attitude and discretion and judgment in working with highly confidential information are necessary for success in this position.
• 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.
• Off campus travel may be required. 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. 

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

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Work sponsorship is not available for this position.