Development Coordinator

 
  • University of Florida
  • United States
  • Nov 24, 2021
Full Time - Continuing

Job Description:

Classification Title:

Development Coordinator

Job Description:

JOB SUMMARY

The Development Coordinator will provide high level development and project management support to the Director of Development & External Relations (DOD) and the Assistant Director of Development (ADOD) in the George A. Smathers Libraries at the University of Florida. Reporting to the Director of Development & External Relations, this position serves as the administrative liaison between the Libraries Development Office, faculty and staff and UF Advancement. Coordinates multiple projects and supports a variety of administrative needs for the Libraries Development Office and Dean of University Libraries. Occasional driving and travel is expected and part of the job duties.

The Smathers Libraries is committed to creating a thoughtful, equitable, and inclusive culture that provides space for innovation and creativity. We support that commitment by offering a fulfilling work experience that allows for collaboration, growth, and development as well as shared perspectives.

To support all colleagues, students, faculty, and staff and foster excellence in a diverse and collaborative society, the libraries are actively seeking candidates who bring culturally rich lived experiences to work with individuals of diverse backgrounds, experiences, races, ethnicities, genders, sexual orientations, and perspectives.

RESPONSIBILITIES

Fundraising Initiatives

  • Drafts, coordinates, manages and facilitates the execution of annual giving-related fundraising and programmatic initiatives under the supervision of the ADOD; coordinates solicitation mailings, maintains Friends of the Libraries membership records, distributes monthly communication email to members, orders and mails stewardship pieces, sends acknowledgment letters and assists members as needed. Assumes responsibility for solicitation and stewardship of Friends making gifts of less than $1,000 through correspondence, phone calls and other communication to maintain their giving and, if possible, increase it.
  • Provides support for the Friends of the Panama Canal Museum Collection (PCMC) by maintaining membership records, coordinating the acknowledgement process, and creating and distributing membership cards.
  • Prepares financial reports for the monthly PCMC Executive Committee meeting, the annual spring meeting and luncheon and the annual Panama Canal Society Reunion. Prepares quarterly updates for the curator of the PCMC and oversees any event logistics as needed.
  • Prepares weekly acknowledgement letters and other donor correspondence and ensure follow-up to requests for information and materials. Creates mail merges and effectively employ other Microsoft Office software.
  • Coordinates the Annual Endowment Report (AER) process by working with the DOD, ADOD and Dean of University Libraries to annually revise the endowment letters, gathering statistical data for the Dean’s message, compiling annual use reports from the respective curators, drafting and printing letters as instructed by UF Advancement and input final reports into the AER portal.
  • Coordinates the Libraries invitations to the President’s Box for home football games to include, but not limited to compiling an initial list of donors, providing research on the invitees, calendaring the game dates, times and invitees for the Dean and DOD, sending the names of the invitees for each game to the President’s Office/Athletics, following up with invitees on their RSVP and parking requests, and providing the guests with information and materials (i.e. clear plastic bags) needed to enter the President’s Box.
  • Coordinates the purchase of football and basketball game tickets as requested by DOD and ADOD and Dean.
  • Assists the ADOD with annual projects such as Giving Day, Grateful Gator Day and any other UF Advancement Annual Fund or stewardship events.
  • Coordinates stewardship activities, including the Thanksgiving and Holiday mailings, birthday mailings for the Dean and the Faculty/Staff Appreciation event.
  • Works with the DOD, the Director of Communications and staff in Acquisitions and Cataloging to manage the Libraries Books of Honor program. This requires collaboration with librarians to select books, requesting the physical and virtual bookplates, and drafting & mailing acknowledgement letters.
  • In the absence of the Administrative Support Assistant, assists in managing the Libraries’ gift in-kind program, which requires extensive collaboration with the Libraries’ Curators, Gifts and Exchange department, Advancement’s Legal department, and Gift and Records department; works with appropriate curators to ensure the accuracy of the Deed of Gift and Internal Valuations when no independent appraisal is provided; prepares and submits for signature Deeds of Gift.
  • Picks up and delivers items and transports individuals throughout campus by either car or golf cart, if available, or escorts them by walking.

Program Administration

  • Maintains accurate calendar for the DOD and ADOD; schedules, confirms and cancels meetings as needed.
  • Coordinates meeting and travel arrangements and organizes appropriate research and background materials for all development meetings and travel.
  • Prepares meeting and travel folders, agendas, and meeting confirmations. Gathers all necessary meeting documents, oversees room preparations and other meeting logistics.
  • Makes hotel reservations and arranges for ground and commercial air transportation when needed. Submits travel authorizations and other necessary forms prior to travel. Collects travel receipts from DOD and ADOD immediately upon completion of travel and completes travel expense reports.
  • Monitors deadlines for development mailings, reports, events and projects and provides updates as needed.
  • Conducts research and drafts reports on donors, gifts, and fund expenditures while properly handling sensitive information.
  • Compiles spreadsheets of active donors from the fundraising database or other sources for use in publications, administrative planning, events, and reports.
  • Assists with development and justification of operating budget, monitors annual operating budget, and provides periodic reports. Maintains financial records, prepares disbursement requests, and invoice payments, verifying for accuracy and appropriateness before submitting for final signature. Prepares documentation related to Development Coordinator P-card, Publix, etc. for submission to Business Services. In the absence of the Admin Support Assistant, performs fiscal duties including gift processing, vendor payments and deposits.
  • Reviews all letter templates and forms on an ongoing basis to ensure accuracy, updating for review by the DOD or ADOD.
  • Orders/maintains adequate quantities of stationary including, brochures, business cards, and note cards.
  • Serves as a central information source regarding development policy, practice and events within the Libraries and UF Advancement as well as with library donors and volunteers.
  • Attends meetings of the DOD, ADOD, the Dean, and UF Advancement.
  • Maintains procedural guidebook for position.
  • Answers the main phone, greets and assists visitors to the Deans’ Suite as needed.
  • Provides support to Deans’ Suite staff as needed.

Events

  • Coordinates all logistical aspects of development events in Gainesville and out of town including:
  • Special events, projects, committee and board meetings and initiatives, which entails collaborating with library staff and committees.
  • Compiling invitation and mailing lists; managing catering, parking reservations, and RSVPs; overseeing set-up and breakdown of events; coordinate preparation and distribution of handouts; update mailing lists for new donors or changed contact information.
  • Composing and managing logistics for the Library Leadership Board (LLB) by drafting general correspondence; coordinating meeting details such as creating agendas, handouts, and PowerPoint presentations; attending meetings; completing meeting follow-up, and preparation of minutes.
  • Coordinating preparation and dissemination of follow up letters and emails; integrating attendees into Friends and other mailing lists as appropriate; recording contact information in Advance or its successor system.
  • Serves as liaison with UF Advancement with preparation of events and meetings, as needed.

Other Duties

Performs duties as required or deemed appropriate to the accomplishment of the responsibilities and functions related to this position. Serves on committees and participate in staff development opportunities and training activities as needed to broaden and improve skills.

Expected Salary:

$44,568; The Smathers Libraries offer a salary commensurate with experience and credentials.

Minimum Requirements:

Bachelor's degree or an equivalent combination of education and experience.

Preferred Qualifications:
  • Ability and willingness to deliver materials by walking and driving. A valid driver license and good driving record are essential*
  • Five years of high-level administrative experience, preferably supporting top level executives in development, fundraising, alumni relations and/or higher education.
  • Proven ability to maintain confidentiality.
  • Excellent organizational skills and analytical skills with ability to work on projects with competing deadlines and to establish goals and workload priorities.
  • Ability to work independently with a high level of accuracy and accountability.
  • Experience working effectively and cooperatively as part of a team - providing and receiving feedback to ensure successful completion of projects and tasks.
  • Outstanding communicator with excellent written and oral communication skills; interpersonal skills; and the ability to work collegially and interact effectively with a diverse constituency.
  • Commitment to contributing to a respectful and caring community for all, including individuals of diverse backgrounds, experiences, races, ethnicities, gender identities, sexual orientation, and perspective
  • Ability to be flexible and adapt when priorities, projects, and work environments change.
  • Experience organizing, planning, and executing in person and virtual events involving up to 100+ people.
  • Ability to set up for events, including moving/lifting tables, chairs, boxes of supplies, etc.
  • Project management experience in a data-driven environment.
  • Professionalism in appearance and demeanor.
  • Working knowledge in these areas: Windows, Microsoft Word, Microsoft Excel, Microsoft Access, internet browsers, preferably Internet Explorer, E-mail, and a donor database, contact management and tracking system.
Special Instructions to Applicants:

A valid FL driver's license is required within 6 months of hire.

Application Process

To apply, submit

  • a cover letter detailing your interest in, and qualifications for this position
  • your current resume or CV
  • a list of three references including their contact information (telephone number and email address)

Submit all application materials through the Jobs at UF online application system. If you have any questions or concerns about this process, please contact Tina Marie Litchfield, George A. Smathers Libraries Human Resources Office, at tlitchfield@uflib.ufl.edu.

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

Health Assessment Required:No