University of Florida in Florida

Deadline June 23, 2014
Date Posted June 11, 2014

Job Description: This position reports directly the Director of Development for the Department of Surgery, the Director of Development, Shands and the Associate Director of Development, Shands. The development office is responsible for major gift fundraising involving alumni, friends, patients, corporations and foundations throughout the United States. This position will involve extensive contact with faculty, staff, donors and volunteers of the College of Medicine. This position requires an individual with superior secretarial skills, great attention to detail and competent writing skills. This position requires a highly responsible and capable individual who can work independently with minimal supervision and who can initiate action and exercise independent judgment in varied situations. Essential Functions of the job:Secretarial1. Provides clerical assistance to development directors, including prospect cultivation, donor stewardship, all business related e-mail and insures that records are properly documented. 2. Maintains appointments and calendar for Directors of Development and keeps them abreast of daily,weekly, and monthly schedules. Assists with communication to prospects and donors. 3. Receives incoming calls and forwards them to the appropriate staff or takes messages and forwards them via email to the appropriate staff. 4. Types correspondence, funding requests proposals and reports. Independently prepares standard correspondence and proposals from basic information provided. Initiates correspondence as necessary to insure the efficient and timely flow of information within the College of Medicine Alumni Affairs and Development Office. 5. Makes travel arrangements and secures necessary tickets and confirmations for both airline and automobile travel. Ensures compliance with all University of Florida and Florida Foundation regulations. 6. Prepares disbursement requests for Development officers travel in a timely manner. 7. Records data for development staff complying with the regulations and structure requirements of the UF Foundation to track development activities. 8. Receives, reads and screens incoming mail and dispatches items which can be handled personally. Forwards with appropriate background material and analysis. Must use judgment in sorting into action vs. general mail. 9. Assists the directors in the administration of public relations activities. This could include attendance at special events. 10. Organizes and maintains alphabetical and chronological files and records of correspondence, reports and other materials. 11. Works with development officers in the implementation of fund raising mailing appeals for various departments of the College of Medicine. This includes the preparation of pledge forms and the compiling of data. 12. Assists with faxing for office. Includes informing staff when faxes have not been completed and when faxes are incoming. Administrative1. Provides 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 College of Medicine and the mission of this office, but also excellent presentation and interpersonal skills. 2. Assists with receptions and other events related to development outreach. This entails guest lists and invitations, hostessing, post-event follow-up and publicity. 3. Attends development meetings with faculty and staff at the College of Medicine when needed. 4. Works closely with development staff on major fund raising initiatives. Development and ResearchMake cold calls to secure appointments with alumni of the Department of Surgery and the School of Physician Assistant Studies for the Director of Development, Surgery. Researches and gathers information to assist in developing speeches, reports and presentations. Processes Foundation paperwork to deposit donations and establish new College of Medicine Foundation funds. Requests data reports and formulates data as requested. Collects, analyzes, and manipulates complex data relating to confidential donor information for producing reporting and presentation purposes. Coordinates and arranges for donor and alumni events as needed. Develops iModules programs for event registration, assisting with identification of invitees and sites, prepares and sends invitations as requested, orders food and beverages, and if necessary, works the event. FinancialAssists with the development budgeting process for the Department of Surgery and the School of Physician Assistant Studies. Orders office supplies for the College of Medicine and College of Medicine Jacksonville development offices. Will assist development staff with general office typing, copying, folding and collating. Assists with projects for other development staff and with projects related to the overall functions and needs of the Office of Development and Alumni Affairs. Additional Duties
Minimum Requirements: A high school diploma and three years of appropriate experience. Appropriate college coursework or vocational\/technical training may substitute at an equivalent rate for the required experience. Attainment of a score of at least 35 cwpm on an approved typing test.
Preferred Qualifications A minimum of three years secretarial experience is preferred. Displays good customer service skills and conducts business in a professional manner. Must type a minimum of 35 cwpm using Microsoft Office; ability to handle a mutli-line telephone system; excellent verbal and written communication skills, will have extensive contact with constituents of the College of Medicine and the ability to communicate with others in the office.
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