Maintain organized and efficient administrative processes to support the seamless operation of the Advancement department:

• Maintain accurate calendars; schedule and prioritize appointments and events; send reminders and confirmations for meetings and appointments; organize and prepare for meetings, including setting agendas, booking meeting rooms, and arranging for necessary technology or catering.
• Coordinate and manage travel; arranging travel and securing tickets and/or reservations for transportation and lodging, complete and submit expense reports, managing reimbursements and payments.
• Process disbursement requests for invoices and monthly credit card processing forms; record and code department transactions for budgeting purposes.
• Draft, format, and proofread correspondence, reports, proposals, presentations, and other documents.
• Maintain, track and order/restock office supplies, printed documents including business cards, brochures and branded recognition items such as pens, notepads, coffee mugs, etc.
• Other duties as assigned by the Associate Director of Development.

Steward donors by supporting donor engagement efforts, managing donor communications, and ensuring effective philanthropic stewardship. Duties include but are not limited to:

• Manage the donor tour process: ensure accurate scheduling, create itineraries, and draft donor profiles. Assist in managing student volunteers by recruiting as needed for events, tours, or special functions.
• Pull gift reports; receive and process gifts in accordance with UFF gift policies.
• Coordinate the Institute's gift acknowledgment letters and stewardship communications, including holiday correspondence and other donor-related recognitions throughout the year.
• Ensure timely stewardship for donors, build stewardship plans, and draft donor letters.
• Coordinate the execution of the Annual Endowment Reports for the Institute; serve as liaison with UF Advancement Donor Relations.
• Coordinate annual giving-related fundraising and programmatic initiatives, including annual solicitations, stewardship mailings, and invitations for campaigns and events; serve as liaison with UF Advancement Annual Giving.
• Monitor local obituaries for prospect and donor notifications, sending condolences and sympathy cards, and updating the CRM accordingly.
• Conduct requested and proactive detailed biographical research on identified prospects using CRM, Institute files, and other sources to determine factors that assist in identifying donor prospects.
• Prepare briefing reports for events, tours, donor visits, and meetings.

Advance organizational fundraising goals through strategic planning, data analysis, event management, operational coordination, and cross-functional collaboration. Duties include but are not limited to:

• Assist with budget preparation and tracking.
• Collaborate with Data Services, Prospect Strategy & Research, and other operational teams to maintain accurate donor records, update databases, and extract, compile, and analyze data.
• Produce reports and insights that support strategic initiatives, measure fundraising performance, and evaluate ROI.
• Plan and coordinate Ambassador's Council meetings, including preparation of agendas, presentations, and meeting logistics.
• Event coordination: manage all advancement event logistics, mailing lists, printing, RSVP tracking, and ensure all event details are handled efficiently and accurately.
• Coordinate event vendors, including managing new vendor registrations and event logistics timelines.
• Prepare event planning and meeting materials, including agendas, itineraries, programs, presentations, nametags, check-in lists, photography lists, tent cards, and giveaways.
• Ensure that accurate event attendee data is entered into the CRM for tracking purposes.
• Organize and archive post-event photos for social media, web, donor stewardship, and institutional communications.
• Fund management: regularly communicate with the finance department, CFO, and faculty regarding the creation of funds; confirm receipt of gifts and report fund balances or transfers.
• Participate in the tracking of philanthropic fellowships and awards.
• Track sponsorships, memberships, and tickets; ensure leadership calendars are updated with relevant information and that sponsorship deliverables are fulfilled.
• Maintain a centralized calendar of events and activities for Advancement, Communications, and Outreach; communicate regularly with staff across departments to ensure accuracy.
• Assist with writing content for proposals, development brochures, case statements, and other development materials as needed.
• Serve as a point of contact for internal and external stakeholders, responding to inquiries and directing them to the appropriate resources.
• Perform related duties as required or deemed appropriate to the accomplishment of the responsibilities and functions related to both departments.