Prospect Strategy Coordinator

Prospect Strategy Coordinator University of Florida - 4.2 Gainesville, FL Job Details Full-time $50,000 - $55,000 a year 2 hours ago Benefits Paid holidays Disability insurance Health insurance Dental insurance Paid time off Vision insurance Loan forgiveness Qualifications Organizing events Meeting minutes Project reporting Employee onboarding Wiki systems Budget management Fiscal management Microsoft Excel Microsoft Outlook Non-profit experience Expense management Writing skills Process improvement Data reporting Executive administrative support Research Mid-level Windows Improving operational efficiency ROI Databases LexisNexis Change management Team development Managing budgets in a finance role Bachelor's degree Task prioritization Content development Data quality monitoring Staff training

Full Job Description JOB NO:

539697

WORK TYPE:

Staff Full-Time

LOCATION

Main Campus (Gainesville, FL)

CATEGORIES

Advancement, Office/Administrative/Fiscal Support, Grant or Research Administration

DEPARTMENT

50010000 - AD-VP

ADVANCEMENT CLASSIFICATION TITLE

Strategic Initiatives Coordinator

CLASSIFICATION MINIMUM REQUIREMENTS

Bachelor's degree in an appropriate area of specialization; or an equivalent combination of education and experience.

JOB DESCRIPTION

The Prospect Strategy Coordinator will play a crucial role in supporting and advancing the goals of the Prospect Strategy & Research (PSR) office. Reporting to the Senior Director of PSR, this position focuses on project management and improving operational efficiency. Core responsibilities include strategic research support, administrative support and fiscal management. PSR Team Support Manage and monitor the Senior Director's calendar, ensuring they have the information and materials needed for daily, weekly, and monthly commitments. Arrange travel logistics—including air, car, and lodging reservations—and secure required confirmations for official travel. Maintain team workplans and assist with progress tracking and metrics reporting. Prepare and coordinate weekly team meeting agendas, reserve meeting space, and support other meetings as needed. Oversee the incoming case request queue, triaging and assigning requests to the appropriate staff member to ensure efficient workflow and timely follow-up. Schedule and manage onboarding training for new staff members, maintain and update the onboarding planner to reflect any schedule changes, and track completion of all required training components. Contribute to documentation and best-practice efforts by tracking monthly development trends and assisting with the creation of the PSR Monthly Focus; support updates to the Relationship Management Guiding Principles (RMGP), including documentation revisions, change-management activities, and participation in PMIT; and assist with maintaining and updating content on the PSR Wiki. Plan and facilitate team-building activities, special events, and culture-building initiatives that promote collaboration and a positive team environment within PSR. Coordinate project schedules, gather stakeholder input, and manage timelines to keep initiatives on track and executed efficiently. Oversee the risk assessment process by coordinating applications, facilitating approvals, and maintaining accurate tracking of renewal dates to ensure compliance and operational continuity. Strategic Research Support Leverage a wide range of reference materials, online databases, government resources, and other tools to gather information on prospects and potential funding sources for the University. Partner with Prospect Strategy & Research (PSR) team members on proactive research initiatives, goal setting, and long-term strategies for prospect identification and portfolio optimization. Prepare a range of thorough, accurate and timely research deliverables on UF donors and prospects, from high- level overviews to in-depth profiles, for a variety of audiences across UF. Research subjects may include individuals as well as local, national, and international corporations and foundations. Develop deep knowledge of the CRM and expertise in retrieving, updating, and maintaining accurate constituent information. Collaborate with Data Integrity and other colleagues to ensure data quality across systems. Support PSR team members by conducting post-meeting follow-up, including contact information verification, updating biographical information, and fulfilling research requests. Assist with data audits to ensure accuracy, completeness, and adherence to data standards. Monitor news alerts for important prospect updates, ensuring relevant information is recorded in the database and documentation is imaged appropriately. Oversee and manage the referral pipeline, tracking referrals, monitoring return on investment (ROI), and producing monthly and quarterly performance reports. Recommend process improvements and create documentation or training materials to strengthen referral workflows. Fiscal Management Assist the Senior Director with compiling, submitting, tracking, and reconciling the departmental budget. Prepare and submit expense reports for the team. Track vendor contracts, including renewal dates, license allocation, and invoicing. Monitor spending trends, review purchase requests, and produce regular budget and expenditure reports.

EXPECTED SALARY

$50,000 - $55,000 annually; commensurate with education and experience. The University of Florida offers a competitive benefits package including:

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, as well as family, sick, and vacation leave.

Professional and Personal Growth:

Opportunities through UF Training & Organization Development, leadership development, LinkedIn learning, and more

PSLF Eligibility:

We are a Public Service Loan Forgiveness Eligible Employer The University of Florida offers a competitive benefits package. Click here to learn more.

REQUIRED QUALIFICATIONS

Bachelor's degree in an appropriate area of specialization; or an equivalent combination of education and experience.

PREFERRED

The ideal candidate will possess: Related work experience in the fields of finance, legal, real estate or education. Experience in a non-profit organization or working with development fundraising helpful. Knowledge of philanthropy and prospect research is desirable. Proficiency with electronic research and other techniques to gather in-depth information on potential and existing donors. Familiarity with standard research resources and information such as the Internet, Lexis Nexis, iWave, DonorSearch, SEC Filings, wealth screenings, etc. Flexibility and the ability to work well with all levels of internal staff, as well as outside donors and volunteers. Excellent organizational skills, ability to handle multiple projects with competing deadlines, establish goals and workload priorities and adjust to changing priorities simultaneously and accurately. Experience writing reports, correspondence and other documents. The ability to work efficiently with minimum supervision, to exercise independent judgment and personal initiative, and accept responsibility for decisions and actions. Skills to work independently and cooperatively as part of a team. Exceptional written and verbal communication skills and strong interpersonal abilities. Support the University's commitment to creating a respectful and collaborative work environment that values integrity, professionalism, and mutual respect in all interactions; and the capacity to lead, influence, and inspire others are essential.

Proficient in the following areas:

Windows operating systems, Microsoft Office 365: Microsoft Word, Excel, Outlook and MS Teams; familiarity with donor databases, contact management systems, and tracking systems and experience in a data-driven environment is also highly preferred. Knowledge of ethical and best practices of the prospect development profession. The ability and willingness to travel for advanced training as needed.

SPECIAL INSTRUCTIONS TO APPLICANTS

In order to be considered, you must upload your cover letter, resume and three references. Application must be submitted by 11:55 p.m. (ET) of the posting end date. Work visa sponsorship is not available for this position.

HEALTH ASSESSMENT REQUIRED

No

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24 Apr 2026 Eastern Daylight Time

APPLICATIONS CLOSE

10 May 2026 Eastern Daylight Time