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Administrative Specialist

2 months ago

Jacksonville, United States University of North Florida Full time

Nature of Work: This is work performing one or more specialized functions within the assigned department. May assist in the design, development and implementation of departmental processes and/or programs. May recommend policies and procedures to ensure effective coordination of departmental programs.

Typical Responsibilities: Provides administrative support in area of expertise. Works collaboratively with university staff to ensure departmental and organizational success. Assists in developing and conducting best business practices. Maintains communications with other departments and vendors on departmental business needs. 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.

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

Department
Corporate Relations & Major Gifts

Compensation
$17.31 to Negotiable Hourly

Equal Opportunity

In 2020, the University of North Florida (UNF) received the prestigious INSIGHT Into Diversity magazine Higher Education Excellence in Diversity (HEED) Award, the only application-based national award for U.S. colleges and universities that exhibit an outstanding commitment to diversity and inclusion across their campuses. In addition, UNF ranked highest among the HEED institutions and was recognized as a 2020 Diversity Champion.

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 is an Equal Opportunity Employer and 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 it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.

Carnegie

UNF is a Carnegie Community Engaged Institution. This designation celebrates the University's collaboration with community partners from the local to the global level. It reflects UNF's mission to contribute to the public good and prepare educated, engaged citizens.

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.