Alumni Relations Coordinator
Inside Higher Ed, Gainesville, FL, United States
Job No:
539486 Work Type:
Full Time Location:
Main Campus (Gainesville, FL) Categories:
Business/Accounting/Finance, Advancement, Office/Administrative/Fiscal Support Department:
50010000 - AD-VP ADVANCEMENT
Job Description The Alumni Relations Coordinator will serve as a key provider of high-level administrative support to the Executive Director of Alumni Relations/Executive Director of the University of Florida Alumni Association, ensuring the effective management of executive priorities and initiatives. This professional role requires daily communication with administrators, staff, faculty, students, and alumni, and supports alumni operations, UFAA board management, project and team coordination, volunteer engagement, and fiscal management.
Alumni Operations
Provide high-level administrative support to the Executive Director by managing complex, priority-driven workflows.
Organize briefing materials for senior leadership meetings, ensuring accurate information is delivered in advance.
Coordinate and manage the Executive Director's calendar, prioritizing efficient scheduling, preparation, and follow-up.
Oversee executive travel logistics, including itinerary development, transportation, lodging, and post-travel reconciliation.
Plan and execute off-site events, meetings, conferences, and activities, handling logistics, inventory, and vendor liaison.
Serve as a central administrative point for alumni operations, liaising with internal and external stakeholders.
Manage administrative systems and office operations, including records management, inventory, and resource allocation.
Establish and maintain best practices in office systems and file management.
Lead and coordinate high-priority projects, tracking progress and managing deadlines.
Prepare, draft, and review correspondence and data-driven reports, supporting the Executive Director in advancing strategic plans.
Provide front-facing support by managing communications, greeting visitors, and ensuring a polished environment.
Project Management & Team Coordination
Assist Executive Director by managing deadlines and deliverables for key meetings and projects.
Manage and coordinate the annual performance evaluation process.
Process disbursements with high accuracy, ensuring compliance with financial policies.
Lead referral tracking and data analysis for Alumni Relations.
Organize logistical components of staff retreats.
Manage logistics for bi-weekly Alumni Relations team meetings.
Facilitate internal communication and coordination across team members.
Develop, draft, and manage communications directed to organizational leadership.
Collaborate with leadership to support effective communication strategies.
UFAA Board Management
Provide administrative and strategic support to the Executive Director on all UFAA Board-related activities.
Assist with planning, coordination, and execution of three Alumni Board meetings.
Manage the board nomination and appointment process.
Develop timelines and support the establishment of strategic objectives.
Create comprehensive meeting materials, including agendas and presentations.
Manage official board records and documentation.
Track and monitor post-meeting action items.
Facilitate stakeholder engagement for board meetings and volunteer events.
Maintain and analyze board demographics and statistical data.
Partner with Legal and Governance teams for compliance-related activities.
Evaluate board effectiveness and recommend process improvements.
Oversee management of the UFAA website.
Fiscal Management
Assist in the preparation and justification of the annual operating budget for Alumni Relations.
Review and validate all disbursement requests from Executive Director's direct reports.
Engage in budget planning and training sessions.
Forecast financial requirements and prepare detailed project budgets.
Analyze budget variances and take proactive measures.
Develop and implement corrective actions to stay within budget constraints.
Monitor overall Alumni expenditures (excluding internal team budgets).
Provide timely and accurate financial updates and reports.
Oversee the management of financial records related to the Wells Fargo account and invoice payments.
Ensure all financial transactions are documented and tracked per university policies.
Expected Salary $55,000-$60,000 annually, commensurate with education and experience.
Exceptional Benefits We Offer
Affordable State Health Plans: Medical, Dental, and Vision Insurance
Comprehensive Coverage: Life and Disability Insurance
Secure Retirement Options: Generous plans to safeguard your future
Paid Time Off: Including 11 paid holidays, family, sick, and vacation leave
Professional and Personal Growth: Opportunities through UF Training & Organization Development, leadership development, LinkedIn learning, and more
Tuition Assistance: Benefit from the UF Employee Education Program
PSLF Eligibility: Public Service Loan Forgiveness Eligible Employer
Required Qualifications
Bachelor's degree or an equivalent combination of education and experience.
Preferred Qualifications
Excellent written and verbal communication skills, ability to work independently, proactively, and accurately.
Strong project management skills with realistic timelines and clear benchmarks.
Attention to detail and a service-oriented attitude.
Ability to influence without authority and communicate proactively with team members.
Flexibility to shift tasks to meet urgent deadlines.
Discretion with sensitive documents and maintenance of a professional work environment.
Team player and support UF Advancement's Vision and Values.
Proficiency in Windows operating systems, Microsoft Word, Excel, Access, internet browsers, and email platforms.
Familiarity with donor databases, contact management systems, and tracking systems.
Commitment to Equal Employment Opportunity The University of Florida is an Equal Employment Opportunity Employer. Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. 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) or visit Accessibility at UF.
#J-18808-Ljbffr
539486 Work Type:
Full Time Location:
Main Campus (Gainesville, FL) Categories:
Business/Accounting/Finance, Advancement, Office/Administrative/Fiscal Support Department:
50010000 - AD-VP ADVANCEMENT
Job Description The Alumni Relations Coordinator will serve as a key provider of high-level administrative support to the Executive Director of Alumni Relations/Executive Director of the University of Florida Alumni Association, ensuring the effective management of executive priorities and initiatives. This professional role requires daily communication with administrators, staff, faculty, students, and alumni, and supports alumni operations, UFAA board management, project and team coordination, volunteer engagement, and fiscal management.
Alumni Operations
Provide high-level administrative support to the Executive Director by managing complex, priority-driven workflows.
Organize briefing materials for senior leadership meetings, ensuring accurate information is delivered in advance.
Coordinate and manage the Executive Director's calendar, prioritizing efficient scheduling, preparation, and follow-up.
Oversee executive travel logistics, including itinerary development, transportation, lodging, and post-travel reconciliation.
Plan and execute off-site events, meetings, conferences, and activities, handling logistics, inventory, and vendor liaison.
Serve as a central administrative point for alumni operations, liaising with internal and external stakeholders.
Manage administrative systems and office operations, including records management, inventory, and resource allocation.
Establish and maintain best practices in office systems and file management.
Lead and coordinate high-priority projects, tracking progress and managing deadlines.
Prepare, draft, and review correspondence and data-driven reports, supporting the Executive Director in advancing strategic plans.
Provide front-facing support by managing communications, greeting visitors, and ensuring a polished environment.
Project Management & Team Coordination
Assist Executive Director by managing deadlines and deliverables for key meetings and projects.
Manage and coordinate the annual performance evaluation process.
Process disbursements with high accuracy, ensuring compliance with financial policies.
Lead referral tracking and data analysis for Alumni Relations.
Organize logistical components of staff retreats.
Manage logistics for bi-weekly Alumni Relations team meetings.
Facilitate internal communication and coordination across team members.
Develop, draft, and manage communications directed to organizational leadership.
Collaborate with leadership to support effective communication strategies.
UFAA Board Management
Provide administrative and strategic support to the Executive Director on all UFAA Board-related activities.
Assist with planning, coordination, and execution of three Alumni Board meetings.
Manage the board nomination and appointment process.
Develop timelines and support the establishment of strategic objectives.
Create comprehensive meeting materials, including agendas and presentations.
Manage official board records and documentation.
Track and monitor post-meeting action items.
Facilitate stakeholder engagement for board meetings and volunteer events.
Maintain and analyze board demographics and statistical data.
Partner with Legal and Governance teams for compliance-related activities.
Evaluate board effectiveness and recommend process improvements.
Oversee management of the UFAA website.
Fiscal Management
Assist in the preparation and justification of the annual operating budget for Alumni Relations.
Review and validate all disbursement requests from Executive Director's direct reports.
Engage in budget planning and training sessions.
Forecast financial requirements and prepare detailed project budgets.
Analyze budget variances and take proactive measures.
Develop and implement corrective actions to stay within budget constraints.
Monitor overall Alumni expenditures (excluding internal team budgets).
Provide timely and accurate financial updates and reports.
Oversee the management of financial records related to the Wells Fargo account and invoice payments.
Ensure all financial transactions are documented and tracked per university policies.
Expected Salary $55,000-$60,000 annually, commensurate with education and experience.
Exceptional Benefits We Offer
Affordable State Health Plans: Medical, Dental, and Vision Insurance
Comprehensive Coverage: Life and Disability Insurance
Secure Retirement Options: Generous plans to safeguard your future
Paid Time Off: Including 11 paid holidays, family, sick, and vacation leave
Professional and Personal Growth: Opportunities through UF Training & Organization Development, leadership development, LinkedIn learning, and more
Tuition Assistance: Benefit from the UF Employee Education Program
PSLF Eligibility: Public Service Loan Forgiveness Eligible Employer
Required Qualifications
Bachelor's degree or an equivalent combination of education and experience.
Preferred Qualifications
Excellent written and verbal communication skills, ability to work independently, proactively, and accurately.
Strong project management skills with realistic timelines and clear benchmarks.
Attention to detail and a service-oriented attitude.
Ability to influence without authority and communicate proactively with team members.
Flexibility to shift tasks to meet urgent deadlines.
Discretion with sensitive documents and maintenance of a professional work environment.
Team player and support UF Advancement's Vision and Values.
Proficiency in Windows operating systems, Microsoft Word, Excel, Access, internet browsers, and email platforms.
Familiarity with donor databases, contact management systems, and tracking systems.
Commitment to Equal Employment Opportunity The University of Florida is an Equal Employment Opportunity Employer. Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. 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) or visit Accessibility at UF.
#J-18808-Ljbffr