What are the responsibilities and job description for the Development Coordinator position at umiami?
Current Employees: If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position, please review this tip sheet. The University of Miami/UHealth's Division of Development and Alumni Relations has an exciting opportunity for a full time Development Coordinator to work in Miami, FL. The University of Miami is considered among the top tier institutions of higher education in the U.S. for its academic excellence, superior medical care, and cutting-edge research. At the U, we are committed to attracting a talented workforce to support our common purpose of transforming lives through teaching, research, and service. Through our values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT), we strive to create an environment where everyone contributes in making UM a great place to work. The Division of Development and Alumni Relations supports and promotes the mission, purpose, and priorities of the University of Miami through fundraising and engagement by building and nurturing strategic philanthropic relationships to improve and transform the lives of individuals and communities. We are committed to values central to the Division—Service, Gratitude, Trust, and Partnership—which guide our strategic thinking, decision-making, and day-to-day interaction with each other and our stakeholders. The Development Coordinator performs a variety of clerical, administrative, and operational functions and provides broad-based support to both Medical Development and Sylvester Development to facilitate efficient business operations and well-organized office environments. Reporting directly to the Director, Development Resources for Medical Development, this position serves as a key member of the Development Resources team and partners closely with colleagues across fundraising units to support office operations, administrative functions, organizational initiatives, and special projects. The Development Coordinator is responsible for maintaining high standards of office organization, operational efficiency, customer service, and administrative support while contributing to projects that support the strategic goals of the Division of Development and Alumni Relations. Core Responsibilities: Supports department and/or department leadership with daily clerical and administrative tasks. Collects, reviews, analyzes, and prepares information, reports, charts, budgets, spreadsheets, and presentation materials as needed. Responds to or routes routine and priority inquiries from external or internal sources with appropriate correspondence or messaging. Plans meetings, coordinates logistics, and reserves meeting spaces as needed. Answers phone calls, provides information to callers, records accurate messages when necessary, and connects callers to appropriate staff while providing professional customer service. Schedules appointments and updates calendars. Makes travel arrangements and reservations for department leadership and staff, as needed. Composes and prepares correspondence, informative materials, spreadsheets, presentations, agendas, reports, and other documents. Greets and provides general support to visitors. Develops and maintains department filing systems, both electronically and in hard copy. Adheres to University and unit-level policies and procedures and safeguards University assets. Department Specific Functions: Provides routine and general administrative support for both Medical Development and Sylvester Development fundraising teams. Supports department leadership and staff with day-to-day operational and administrative functions that advance business operations across both areas. Coordinates office service activities including conference room reservations, mobility space reservations, supply inventory management, and purchasing requests. Assists with office operations including seating and floor plans, staff directories, office access, onboarding, offboarding, recruitment support, workspace coordination, and related operational updates. Monitors and maintains office spaces to ensure a professional, organized, functional, and welcoming environment for staff and visitors. Proactively identifies and addresses operational, facility, and organizational needs to support efficient workplace operations. Assists with maintenance of office space and equipment, including building-related issues, signage, equipment inventories, document disposal, furniture coordination, conference room readiness, and workspace preparedness. Maintains oversight of off-site storage inventory, including recordkeeping, inventory organization, periodic review of stored materials, and coordination of storage-related activities. Coordinates golf cart operations for the department, including reservation management, maintenance tracking, issue reporting, assistance with usage questions, and serving as a departmental resource for golf cart availability. Collects checks from designated locations across the medical campus and delivers them to appropriate personnel in accordance with departmental procedures. Processes administrative and financial transactions such as mileage reimbursements, business expense reimbursements, procurement requests, and other operations-related requests. Assists with meeting coordination, event logistics, travel arrangements, calendar support, and related administrative activities as needed. Prepares correspondence, reports, presentations, agendas, spreadsheets, and other materials. Maintains project files both electronically and in hard copy. Responds to inquiries from internal and external stakeholders and serves as a liaison with University departments to identify and resolve operational challenges. Exercises discretion, confidentiality, and independent judgment in daily communications, assignments, and activities. Assists the Development Resources and Business Operations teams with departmental initiatives, process improvements, operational projects, and other special projects as assigned. Provides backup support to administrative staff and may support additional Development and Alumni Relations units as operational needs require. This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary. Core Qualifications: High school diploma or equivalent required. Minimum 3 years of relevant experience. General knowledge of office procedures, operations, and administrative support functions. Ability to accurately prepare and maintain records, files, reports, inventories, and correspondence. Ability to communicate effectively in both oral and written form. Ability to maintain effective interpersonal relationships and provide excellent customer service. Ability to process and handle confidential information with discretion. Skilled in completing assignments accurately and with attention to detail. Proficiency in computer software applications (i.e., Microsoft Office Suite, Outlook, Excel, PowerPoint, Teams, SharePoint, and other business applications). Proficiency with data entry and data management systems (Workday and Blackbaud CRM preferred). Ability to effectively utilize artificial intelligence (AI) tools, including Microsoft Copilot, to improve efficiency, support business processes, streamline administrative tasks, and enhance productivity. Competency using videoconferencing platforms (Zoom and Teams preferred). Experience using SharePoint for document management, collaboration, information sharing, and records organization. Adaptability and flexibility in times of shifting priorities. Ability to work collaboratively with diverse audiences across multiple departments. Strong problem-solving and critical-thinking skills. Organizational, time management, and project management skills. Ability to manage multiple priorities and special projects simultaneously while meeting deadlines. Ability to maintain organized office environments, inventories, storage areas, and operational records. Any relevant education, certifications and/or work experience may be considered. The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more. UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for. The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Job Status: Full time Employee Type: Staff The mission of the University of Miami is to transform lives through education, research, innovation, and service. A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System ("UHealth") have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation. The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit welcome.miami.edu/about-um to learn more about our points of pride. The University ranks No. 55 on U.S. News & World Report’s 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings. Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019. The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022. With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe. The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.