Administrative Specialist, Planned Giving

University of North Florida; Jacksonville (FL); On-site; USD 42,000 - 52,000; Full time

Job summary

University of North Florida seeks an organized administrative professional to support the University Development and Alumni Engagement (UDAE). The role handles calendars, meeting coordination, donor/prospect communication, and preparation of fundraising documents, while maintaining confidential records and aiding budget processes.

Responsibilities include data management in Raiser's Edge, travel coordination, event planning, and producing briefing materials for leadership and staff.

Qualifications

• Bachelor's degree or high school diploma with 4+ years of relevant experience.
• Pursuant to Fla. Stat. 112.219.

Responsibilities

• 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 EandG 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.

Skills

Organizational skills

Communication

Customer service

Confidentiality

Education

Bachelor's degree

High school diploma

Job description

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.

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 EandG 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 and 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

Bachelor's degree or a high school diploma and 4+ years of relevant experience. Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219.

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 Universitys Title IX Administrator or any divisional Title IX Coor