Classification Title:
Donor Relations Coordinator
Job Description:
The College of Medicine, Alumni Affairs teams is seeking candidates for a Donor Relations and Event Coordinator opportunity. The Donor Relations & Event Coordinator will be responsible for the planning and execution of meetings, special events and functions for UF College of Medicine and UF Health Shands for purposes including donor cultivation and recognition, alumni engagement and stewardship, media outreach and recognition of faculty, staff and/or achievements. Examples include groundbreakings, building dedications, fundraisers, meal functions, awards ceremonies, tours, news conferences and other special events. Reporting to the Director of Donor Relations, this position will work cooperatively with colleagues, with community volunteer committees, faculty and staff, and with board members to consult and advise on events and to create events that promote the mission and objectives of UF Health.
More About This Role
Special Event Management
• Manage special events working with UF Health Advancement team members to coordinate and execute signature events that showcase the University of Florida/COM to donors, alumni, and volunteers.
• Collaborate with UF Advancement staff and clients to consultant and event goals and objectives, develop and recommend event operating procedures, establish and manage event planning timelines, create task assignments and propose resources needed to execute events.
• Engage and communicate directly with volunteers and participants in support of activities and events.
• Provide leadership, direction and coordination amongst speakers, staff and volunteers during event program/production.
• Determine and document fiscal requirements for events and prepare budgetary recommendations.
• Prepare information, draft correspondence, establish and follow protocols.
• Work with staff graphic artist to design invitations or self-design when necessary
• Oversee and facilitate event briefing and coordination of speakers/presenters.
• Prepare post-event analysis to assess opportunities and make recommendations for improving events and services to internal and external constituencies and to implement recommendations as appropriate.
• Seek out innovative and creative ideas for events through research, networking and continuing education classes.
• Manage and maintain event materials and inventory for the UFA team.
Administrative
• Provide assistance to the Director of Donor Relations, maintain and monitor appointments and calendar for Director and keeps the director abreast of daily, weekly, and monthly schedules.
• Assist with communication to prospects and donors.
• Provide liaison through telephone, meetings, and personal contact with other departments/divisions throughout the University of Florida and the public. This public relations function requires not only an understanding of programs of the Advancement, College of Medicine and the mission of advancement activities, but also excellent presentation and interpersonal skills.
• Assist with planning and execution of reception and other events related to development outreach with guest lists, invitations, serving as host, post-event follow-up, and publicity.
UF College of Medicine Scholarship Coordination & Tracking
• Coordinate scholarship process and campaign reporting for the College of Medicine.
• Schedule internal monthly review meetings.
• Collaborate with UFF Computing Services and Office of Estate and Gift Planning in compiling data for the Scholarship Quarterly Report.
• Collaborate with COM Finance and COM admissions to obtain relevant scholarship data for tracking and dashboards.
• Coordinate onboarding for Administrative Services Team members – training and guidance to build expertise and ensure consistent processes.
• Initiate creation and update team procedures so processes are in support of UFF and COM Alumni Affairs and Donor policies.
Donor Relations and Stewardship
• Assist in the preparation of Thank you letters for donors, under the direction of the Director of Donor Relations.
• Assist in the preparation and implementation of individualized stewardship plans for UF College of Medicine and UF Health Shands donors, under the direction of the Director of Donor Relations.
• Assist in the preparation of stewardship items requested by development officers and administrative support team members.
• Provide backup assistance for the Stewardship & Donor Relations Coordinator.
The City of Gainesville
Discover an exceptional lifestyle in the heart of Florida’s inviting atmosphere – Gainesville, where the fusion of professional prospects, relaxation, and outdoor exploration seamlessly blend. Positioned between the enchantment of Orlando and the coastal allure of Jacksonville, Gainesville offers effortless access to world-renowned attractions and captivating beaches. Whether it’s embarking on weekend getaways to Disney’s magic or indulging in tranquil retreats by pristine shores, you’ll find it all right at your fingertips. Immerse yourself in the electric energy of Division I NCAA sports, where the excitement of the game and the camaraderie of the crowd forge unforgettable memories. And for those seeking natural escapes, embrace the myriad of parks, springs, and outdoor havens scattered throughout the area. Gainesville isn’t just a destination; it’s an experience that blends your career aspirations with leisure and nature’s wonder.
Expected Salary:
$45,000 – $48,000
This position is eligible for great benefits , including health, dental, and vision insurance plans, retirement plans, and paid time off.
Minimum Requirements:
- Bachelor’s degree or an equivalent combination of education and experience.
- Due to travel involved in this role, a valid Florida driver license is required.
- UF Advancement offers Cardio Pulmonary Resuscitation (CPR) and Automatic External Defibrillator (AED) Training to positions where traveling, events, alumni, and/or facilities are an essential function. CPR/AED training for these positions will need to be completed within the first year of employment and maintained thereafter.
Preferred Qualifications:
The ideal candidate will possess:
- A Bachelor’s degree and two to three years of experience in events planning, development or public relations.
- The ability to work effectively with peers, senior leadership, faculty, key volunteers and other VIPs.
- The ability to manage multiple projects, prioritize duties and work well under pressure.
- Enthusiasm about the mission of UF Health, be highly motivated and dedicated to their work, and have the ability to function well as part of a larger team.
- Strong independent thinking, excellent analytical and problem-solving skills and the ability to change priorities and address challenges in a fast-paced environment.
- Knowledge and experience with personal computers, database program and audiovisual equipment.
- Knowledge and experience with design software, specifically Adobe Creative Suites, is preferred.
- Must be an outstanding communicator and possess excellent written and verbal communication skills; interpersonal skills; and the ability to work collegially and interact effectively with a diverse constituency.
- An appreciation for and support of diversity in the workplace in all its forms; proven success working with stakeholders; project management skills; experience in a data-driven environment; organizational skills; and the ability to lead, influence and motivate others are required.
- Working knowledge in these areas: Windows, Microsoft Word, Microsoft Excel, Microsoft Access, internet browsers, preferably Internet Explorer, E-mail. Working knowledge of a donor database, contact management and tracking system.
- The ability and willingness to travel. A valid driver license and good driving record are essential.*
*Business expenses are reimbursed through a standard accounting system. The ability to pay for expenses using your own personal credit card or funds and have them reimbursed is essential.
Special Instructions to Applicants:
In order to be considered, you must upload your cover letter, resumé and three references.
If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD). Hiring is contingent upon eligibility to work in the US. Searches are conducted in accordance with Florida’s Sunshine Law. This job requisition has been reposted; previous applicants remain under consideration and do not need to reapply.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:
No
Advertised: 28 Aug 2023 Eastern Daylight Time
Applications close: 04 Sep 2023 Eastern Daylight Time