Administrative Specialist

Department

Compensation

General Description / Primary Purpose

Provides administrative and operational support for University Development and Alumni Engagement (UDAE), assisting with fundraising activities, donor and prospect engagement, meetings and events, gift and proposal processes, and daily office operations. The position collaborates with internal and external stakeholders, requiring strong organizational, communication, and customer service skills, attention to detail, professionalism, and the ability to manage multiple priorities while maintaining confidentiality.

Job Functions

Responsibilities include, but are not limited to:

• Provide administrative and operational support to UDAE leadership and staff to ensure efficient daily operations.
• Manage calendars; schedule and coordinate meetings, donor and prospect visits, conference calls, and appointments.
• Prepare, route, track, and maintain gift agreements, proposals, letters of intent, donor correspondence, and other fundraising documents.
• Monitor and maintain tracking systems for proposals, gift agreements, key deadlines, meetings, and departmental priorities.
• Support donor and prospect engagement activities, including stewardship communications and follow-up actions.
• Prepare briefing materials, agendas, presentations, reports, and meeting packets for leadership and fundraising staff.
• Maintain accurate and confidential donor, prospect, and constituent records in Raiser's Edge and other university systems.
• Perform data entry, generate reports, prepare mailing and contact lists, and support database management activities.
• Draft, edit, format, and proofread correspondence, reports, presentations, and other business documents.
• Coordinate employee and department travel arrangements and process related reimbursements and expense reports.
• Assist with budget administration by processing invoices, reimbursements, purchase requests, and reconciling expenditures for E&G and Foundation accounts.
• Plan and coordinate meetings, events, workshops, and activities involving donors, prospects, volunteers, university leadership, and other stakeholders.
• Manage event logistics, including invitations, RSVPs, venue arrangements, materials preparation, and post-event follow-up.
• Prepare and distribute meeting agendas, materials, minutes, and action items as needed.
• Maintain organized electronic and physical filing systems in accordance with record retention requirements.
• Track departmental projects and initiatives to help ensure timelines, deadlines, and deliverables are met.
• Collaborate with UDAE departments and university partners to support divisional goals, fundraising efforts, and strategic initiatives.
• Serve as a point of contact for donors, prospects, university leaders, and external partners, providing professional and responsive customer service.
• Safeguard sensitive donor, prospect, financial, personnel, and university information by maintaining strict confidentiality.
• Identify and recommend process improvements to enhance administrative efficiency, communication, and coordination.

Marginal Functions

• May serve on the Search & Screen Committee for Director-level and above positions.
• May represent the university on local, system-wide, or state committees.
• 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

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

Equal Opportunity

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 does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, 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

UNFis 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.