Alumni Relations Coordinator

Classification Title:

Alumni Relations Coordinator

Job Description:

Annual Giving & Stewardship
• Manage annual and major gift donor stewardship program for CVM, including thank you letters, post cards, donor recognition levels and societies, donor wall, naming opportunities, plaques, and annual endowment letters, all in compliance with UF, UF Advancement, CVM policies and deadlines. Collaborate with CVM Development and UF Advancement's Donor Relations team.
• Establish and execute initiatives with Annual Giving to communicate appreciation and impact to donors, ultimately increasing retention; such as new donor recognition, consecutive/loyalty giving, impact pieces, annual giving initiatives, Gator Giving Day, Grateful Gator Day.
• Direct the Dean's Circle of Excellence Program including tracking and processing payments, generating pledge payment reminders and correspondence from the Dean and Executive and Associate Directors, creating program materials (brochures, certificates, pins, seals, etc.).
• Manage Deferred Giving Stewardship, including but not limited to, writing and sending annual mailers, emails, and end of year stewardship gifts.
• Oversee and coordinate the Pet Legacy Program by implementing and maintaining internal operating policies and procedures and is responsible for implementing ways to promote and streamline the programs.
• Assist with White Coat solicitation with Annual Giving for DVM students.
• Develop and implement of all aspects of the donor relations program for the college by working closely with the Dean, Advancement Officers, faculty and staff to provide timely acknowledgements and reports to donors on the use of gifts, as well as to engage advancement constituents through college programs and special events.
• Develop short-term operational and long-term strategic plans of special event policies and procedures as they pertain to Advancement priorities.
• Establish programs, protocols, and events to engage donors, alumni and prospects of the college.
• Create and document best practices to assure proper and timely gift acknowledgement, additional follow up with donors and consistent messaging and recognition of donors with new and creative ways to cultivate donor relationships.
• Collaborate with the Executive Director of Advancement to create strategic and long-range planning for new initiatives and programs designed to enhance constituent relations at the college.
• Establish performance goals and measures to evaluate success of donor relations program.
• Communicate constituent engagement objectives and the associated responsibilities to the Executive Director of Advancement and other internal and external leaders.

Alumni Affairs & Events
• Plan and implement all aspects of CVM alumni events at conferences and events on campus, which includes selection of sites, coordination with vendors, menu selections, materials, invitations, calendar coordination and RSVP tracking.
• Prepare timelines, checklists, guest lists and invitations, coordinate and manage mailings, RSVPs, nametags, on-site event registration, parking arrangements, etc.
• Oversee calendar coordination for all constituents.
• Coordinate event set-up, break-down, and serve as a host.
• Coordinate campus visits for alumni, donors and friends.
• Manage the Annual Distinguished Awards event, including nominations, committee meetings, managing, and planning all aspects of the event.
• Serve has a liaison for alumni reunions, alumni communications, and managing the alumni email list serve.
• Develop speaking and engagement opportunities for donors as part of cultivation strategy with development officers.

Development Support
• Act as a Liaison for the development and alumni affairs department and responds to inquiries from the Health Science Center, the UF Foundation, the dean, the business office, as well as department chairs, faculty and staff. Direct e-mail, phone, fax, mail and other correspondence appropriately and communicates (via e-mail, phone or in person) directly with donors, prospects and alumni in absence of the CVM development team.
• Work in partnership with the Advancement Officers, Director of Public Relations, and interns for content related to the advancement office's digital displays, website, Facebook, MailChimp and ThankView accounts.
• Assists the Executive Director to direct the administrative and fiscal operations of the advancement office. Responsibilities include developing annual foundation and state budgets, authorizing expenditures, analyzing monthly and annual fiscal reports, providing accurate project cost estimates, making economically responsible recommendations and decisions, and working within an allocated budget on initiatives, general expenditures, and constituent events.
• Collaborate with the Executive Director of Advancement and oversees the fiduciary responsibilities of the advancement office.
• Act in absence of the Executive Director of Advancement in regard to Constituent Relations and Fiscal Operations.

Expected Salary:

$46,000 - $62,000, commensurate

Minimum Requirements:

Bachelor's degree or an equivalent combination of education and experience.

Preferred Qualifications:

The ideal candidate will possess:
• Must be able to manage complex and integral programs and initiatives and to perform successfully under pressure.
• The ability to communicate clearly and effectively with broad constituencies, meet deadlines, be self-motivated, and work independently.
• Accuracy, attention to detail and a customer service-oriented attitude.
• Ability to work collaboratively and a team player.
• Competency in problem solving.
• 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 broad constituency.
• An appreciation for and support of a respectful and caring community for all; proven success working with stakeholders; excellent strategic planning and 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, SharePoint. Working knowledge of a donor database, contact management and tracking system.
• Physical requirements include ability to lift boxes up to 50 pounds for setting up for meetings and special events.
• The ability and willingness to travel. A valid driver license and good driving record are essential.*

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:
No

Advertised: 15 Aug 2024 Eastern Daylight Time
Applications close: 29 Aug 2024 Eastern Daylight Time