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Development Coordinator

Closes on Wednesday, December 08, 2021
University of Florida
Florida, USA
Full Time (Permanent)

 

Organization Name
University of Florida – George A. Smathers Libraries
Job Title
Development Coordinator
Job Type
Full Time (Permanent)
Location
Gainesville, Florida, United States
Posting Date
11/24/2021
Submission Deadline
12/08/2021
Target Audience
  • Recent Graduates
  • 0–5 Years of Experience
Job Category
  • Library – Academic
Job Description
POSITION: Development CoordinatorRANK: Development CoordinatorREPORTS TO: Director of DevelopmentSALARY: $44,568 minimum salary. The Smathers Libraries offer a salary commensurate with experience and credentials.REQUISITION #: 519113DEADLINE DATE: December 8, 2021 – applications will be reviewed as received

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.

QUALIFICATIONS

  • Research indicates that applicants from underrepresented groups are hesitant to apply for positions if they do not meet all the required and preferred qualifications. We want to emphasize that the preferred qualifications are not required and that we are committed to helping our future colleague develop the preferred skills. Additionally, applicants are encouraged to communicate how their work and other experiences satisfy the required qualifications in ways that may not be obvious.
  • Required: Bachelor’s degree in an appropriate area of specialization; or an equivalent combination of education and experience.
  • Preferred:
    • 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.

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)

Apply by December 8, 2021 (applications will be reviewed as received). Submit all application materials through the Jobs at UF online application system at Requisition 519113. Failure to submit the required documents may result in the application not being considered. 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.

Please include the public link to your posting if available
https://hr.uflib.ufl.edu/wordpress/files/2021/11/PVADevelopemntCoordinator_DEV_Nov2021.pdf
Application Process
https://explore.jobs.ufl.edu/en-us/job/519113/development-coordinator
Any other important information?

UNIVERSITY OF FLORIDA LIBRARIES

The libraries at the University of Florida form the largest information resource system in the state of Florida with seven libraries and three off-campus facilities. The George A. Smathers Libraries are comprised of six of the campus libraries, and all the off-site facilities. In addition to this system, the Lawton Chiles Legal Information Center is part of the Levin College of Law. The libraries hold over 6 million print volumes, 8.1 microfilms, 1.5 million e-books, 145,000 full-text electronic journals, over 1000 electronic databases, 1.3 million documents and 1.4 million maps and images. The libraries maintain partnerships and engages in a variety of collaborative, international projects while engaging with the UF community. We are a member of the Association of Research Libraries (ARL) and other regional library consortia. The library staff consists of more than 300 FTE librarians, technical/clerical staff and student assistants. The George A. Smathers Libraries are strong advocates for inclusion and intellectual freedom. The Libraries’ commitment to both is articulated in the Inclusion and Intellectual Freedom Statements. The Smathers Libraries will foster and maintain a culture that supports DEI, as values are foundational and permeates all aspects of our organization per Strategic Directions 4: Diversity, Equity, and Inclusion. Support for professional development is central to the Smathers Libraries. Supports include a formal mentoring program, a robust training program, release time for research and professional service, a comprehensive grants program, and funding for professional development travel.

THE UNIVERSITY OF FLORIDA

The University of Florida (UF) is the state of Florida’s preeminent university. The state’s oldest and most comprehensive university, UF is among the nation’s most academically diverse public universities and won the 2018 Senator Paul Simon Award for Comprehensive Internationalization. UF is currently sixth among “Top Public Universities” in the U.S. News and World Report and second among Forbes “Best Value Public Colleges (2016). UF has a long history of established programs in international education, research, and service. It is one of only 17 public, land-grant universities that belong to the Association of American Universities. At UF we have some of the top faculty in the country. In addition to attracting over $900 million in research each year, they foster the uniquely collaborative environment that transforms potential into actual results. UF traces its beginnings to a small seminary in 1853 and is now one of the largest universities in the nation, with more than 50,000 students. The University of Florida seeks to address key challenges of our time, from COVID-19 to racism. Stronger Together: Promoting Racial Justice through Awareness and Action provides UF faculty and staff with a series of educational offerings to help them better understand and address racism and bias and help promote racial justice at the individual, institutional, and systemic levels. For more information, please consult the UF homepage and the Office of the Chief Diversity Officer website.

BENEFITS

University benefits for this position include retirement plan options, insurance benefits, paid family leave (parental and medical), tuition fee waiver program, and employee assistance program, as well as paid time off and holidays. Gainesville, Florida, has no state or local income tax. The UF Screen, Test & Protect Program provides guidelines and resources related to COVID-19.

AFFIRMATIVE ACTION/EQUAL EMPLOYMENT OPPORTUNITY

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information, and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. We are dedicated to the goal of building a broadly diverse and inclusive faculty and staff within a culturally diverse and pluralistic environment; we invite all qualified applicants including women, members of underrepresented groups, individuals with disabilities, and veterans. The University of Florida is a public institution and subject to all requirement under the Florida Sunshine and Public Records laws. If an accommodation due to a hearing or speech disability is needed to apply for this position, please call 352-392-2477 University of Florida Human Resources or the Florida Relay System at 800-955-8771 (TDD).

GAINESVILLE COMMUNITY

Gainesville and the surrounding community are home to approximately 257,000 people and both the University of Florida and Santa Fe College. The city is surrounded by more than 40 nature parks, including many spring-fed lakes and rivers, with many paved and unpaved trails for recreation. The city is just over an hour from the Gulf of Mexico and the Atlantic Ocean. Gainesville is an award winning and innovative city, friendly to both professionals and families. The Guide to Greater Gainesville combines award winning photography and compelling articles that capture all the reasons for calling Gainesville your next home. The City of Gainesville is a progressive municipality that seeks to promote racial equity. The area has numerous cultural institutions and is a haven for sports fans. Jacksonville, Orlando, Tampa, Tallahassee, and St. Augustine are all within a two-hour drive.

 

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