Administrative Assistant II

Classification Title:

Administrative Assistant II

Classification Minimum Requirements:

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Job Description:

DEPARTMENT SUPPORT
• Provide clerical support for the Office of Advancement. Support includes, but is not limited to, coordinating work and meeting room calendars. Arrange travel, including itineraries, and processing reimbursement requests.
• Coordinate donors, prospect, alumni, clients, and friends of the college tours and visits as it relates to the Office of Advancement.
• Process checks, create new funds, update fund information, process Gift-in-Kind paperwork, disbursement requests, and other UF and Foundation forms and reports. Request, compile and track data requests. Provide support for projects and events.
• Provide backup support to the Assistant Director of Constituent Engagement and Advancement Services Coordinator.
• Answer and direct communication relating to the Office of Advancement.
• Provide clerical support including, but not limited to, filing, faxing, copying, shredding, screening incoming mail, and drafting, editing and proofing correspondence and forms needed to run the office. Enter contact reports, proposals and updating information into the Advance database system.

PROCESS MANAGEMENT
• Maintain office supply storage. Including but not limited to inventory of closet, ordering and maintaining supply of promotional products.
• Work closely on events in order to secure space, vendors, equipment, facilities, and other items as needed.
• Assist in the coordination of travel and events as well as special projects.
• Update digital signage boards for the Office of Advancement.
• Enter contact reports, proposals and update information into the UF Foundation database systems.
• Assisting with accounts payable and receivable processes for the Advancement Office. Support includes but is not limited to, P-Card transactions, Wells Fargo payments, reconciliations, reimbursement requests, travel and event coordination.
• Responds to inquiries requested relating to foundation accounts and development programs such as requests for research and tracks updates on donors, alumni, and prospects in the UF Foundation database systems.
• Assists with maintaining excel spreadsheets, statistical data, and other documents/reports requested from the offices of the AVP for Development and VP and AVPs for Development of the Health Science Center and Senior Associate Vice President of Central Development.
• Act as a liaison for the Advancement Office and coordinates inquires. Communicate with donors, prospects, alumni, clients, friends of the college, the UF Foundation, the dean, other college administrative offices, as well as department chairs, faculty and staff.

PROGRAM ADMINISTRATION
• Coordinates Pet Memorial Funds and the Honor Card Program.
• Assists with implementing ways to promote and streamline the programs. Responsibilities include, but are not limited to, communicating with participants, resolving errors, keeping accurate records, writing text, reviewing data, printing labels, creating reports, mailing cards, auditing and preparing statements, depositing checks, and balancing accounts.
• Assists with maintaining excel spreadsheets, gathers biographical, giving and other pertinent data on invitees as well as submits vetting.
• Manage invitations to each game, confirm RSVPs, including Dean and Advancement Officer participation.
• Manage college's stands tickets and additional needs of individual invitees (including transportation due to physical limitations).

CROSS COLLABORATION
• Collaborate with entire Office of Advancement team, as well as the Dean’s office staff and other internal and external departments across the College of Veterinary Medicine, Health Science Center and UF Foundation.
• Serve as backup to other assistants in the dean's office area.

Expected Salary:

Commensurate with education, skills, and experience

Required Qualifications:

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Preferred:

The ideal candidate will possess:
• Knowledge of college, campus and foundation regulations.
• Knowledge of general office procedures and practices. 
• Ability to compose correspondence, analyze and summarize data, and write reports.
• The ability to meet deadlines, be self-motivated, and work independently.
• Accuracy, attention to detail and a customer service-oriented attitude.
• Ability to work collaboratively and a team player.
• Competency in problem solving. 
• Ability to interact in a positive manner.
• Ability to manage resources, to anticipate and plan for progra