Administrative Specialist

The Administrative Specialist will support the University Development and Alumni Engagement (UDAE) division. Responsibilities Direct interaction with high-level donors, prospects, organizations, foundations, UNF Foundation Board members, volunteers, university VPs, deans, department heads, etc. Tracking and routing of all proposals and gift agreements prepared by members of UDAE, including the Vice President, Assistant Vice Presidents, and all Directors of Development, from inception until finalization. Making arrangements and reimbursement for travel expenses for the VP and AVP. High level of internal interaction with university senior‑level administration, including the President, VPs, deans, etc. Frequent external contact with foundation board members, donors, prospective donors, and community leaders. Coordinating the implementation and administration of departmental processes and/or programs. Recommending policy and procedure changes to ensure better coordination of departmental programs. Working collaboratively with university staff to ensure UDAE programs’ success. Assisting in the preparation and delivery of workshops and training programs. Maintaining a high degree of confidentiality with respect to donors. Assisting with organizing Foundation Board Meetings and the Executive Committee. Forging strong working relationships and instilling confidence and trust among donors, alumni, parents, and friends of the University of North Florida. Event, Meeting, and Training Planning Coordinating events, meetings, and workshops for high‑visibility donors, volunteers, and prospective donors. Coordinating Alumni Hall facility utilization by campus and external clients. Working collaboratively with university staff to ensure event and meeting success. Planning, organizing, and executing events and special programs, including: UNF Foundation Board Executive Committee meetings UNF Foundation Full Board meetings UDAE PTS meetings UDAE Quarterly reviews and PME meetings for all fundraising staff UDAE staff meetings, retreats, and training meetings. UNF Foundation Board/Donor/Prospect Work Primary point of contact for the UNF Foundation Board. Primary point of contact for the UNF Executive Committee. Assisting with the preparation of presidential briefing memos for donor meetings. Collaborating with other campus departments on projects and initiatives managed by UDAE. Assisting in the creation of a comprehensive stewardship and donor relations strategy to ensure UNF Foundation Board members are adequately thanked and engaged. Budget Coordination Assisting in the development and implementation of departmental processes and/or programs. Aiding with the financial analysis of department budgets. Providing budgetary management oversight to maximize the effectiveness of resources directly related to the office of the VP for University Development and Alumni Engagement. Reconciling expenditures of E and G and Foundation budgeted funds. Submitting expense reimbursements and invoices for payments. During declared campus emergencies, this position may be required to perform specific job‑related duties at a designated off‑campus location or place of residence. Qualifications Bachelor’s degree or a high school diploma and 4+ years of relevant experience; or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219. Must pass a background check; a credit check may also be required. The holder of this position is designated as a Responsible Employee under Title IX. The incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator. #J-18808-Ljbffr