Administrative Specialist

Department

Corporate Relations & Major Gifts

Compensation

$19.00 to Negotiable Hourly

 

General Description / Primary Purpose:

The Administrative Specialist will support the University Development and Alumni Engagement division.

Job Function:
Responsibilities include, but not limited to:

-Direct interaction with high-level donors, prospects, organizations, foundations, UNF Foundation Board members, volunteers, and senior university leaders (including VPs, Deans, Department Heads, and Directors).

-Serve as a backup for tracking proposals and gift agreements prepared by UDAE members, including the Vice President, Assistant Vice Presidents, and Directors of Development.

-Manage travel arrangements and reimbursement processes for UDAE team members.

-Facilitate high-level internal interactions with senior university administration and external contacts with Foundation Board members, donors, prospective donors, and community leaders.

-Assist with the organization of Foundation Board meetings and Executive Committee sessions.

-Contribute to the design, development, and implementation of departmental processes, procedures, and programs.

-Recommend policy and procedure changes to enhance the coordination and effectiveness of departmental initiatives.

-Collaborate closely with university staff to ensure the success of UDAE programs and initiatives.

-Assist in the preparation and delivery of workshops and training programs for staff and stakeholders.

-Maintain a high degree of confidentiality, particularly regarding donor information.

Coordinate events, meetings, and workshops for donors, volunteers, and prospective donors.

-Assist in planning and execution of key 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 sessions

-Coordinate Alumni Hall facility utilization by both campus and external clients.

-Collaborate with other campus departments on UDAE-managed projects and initiatives.

-Assist with financial analysis and budget management to optimize the use of resources within the Office of the VP for University Development and Alumni Engagement.

-Reconcile expenditures from E&G and Foundation budgeted funds.

-Submit expense reimbursements and invoices for payment processing.

The Administrative Specialist must have a valid driver’s license, and own mode of transportation.

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.

 

Required Qualifications:

A Bachelor’s degree from an acceptable accredited institution in a directly related area of specialization; or a high school diploma and four years of experience directly related to the job functions. Directly related college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Required documents to be uploaded: 
1. Cover Letter
2. Resume
3. Three Professional References to contact (including name, contact phone number and/or email address)

 

Statement(s) of Understanding

This position requires a background check. In conjunction with the University's policy, this position may also require a credit check.

The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, 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

 

 

Equal Opportunity

The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, gender identity/expression, sexual orientation, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that i