Associate Director of Program Management

Associate Director of Program Management

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Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Advancement, Executive/Director/Management
Department:  - AD-VP ADVANCEMENT

Classification

Title:

ASO DIR, Strategic Init/Adv

Master’s degree in appropriate area of specialization and two years of appropriate experience or a bachelor’s degree in appropriate areas of specialization and four years of experience.

Job Description:

The Associate Director of Program Management is a high impact leadership role overseeing gift agreements, contracts, naming policies, due diligence, and foreign compliance, ensuring all work meets the highest legal and institutional standards. Reporting to the Director of Program Management, this position partners closely with senior stakeholders across Development, Finance, Legal, and academic units—bringing clarity, sound judgment, and steady direction to complex and highly sensitive matters.

As a leader of a skilled team, the Associate Director sets clear expectations, addresses challenges decisively, and balances collaboration with the confidence needed to move priorities forward, making this an ideal opportunity for a composed, credible leader driven by mission focused excellence.

• Supervise, mentor, and support a team of specialists responsible for gift agreements, contracts, naming policy reviews, due diligence vetting, and foreign compliance processes.
• Provide day-to-day guidance, coaching, and performance feedback to ensure high-quality work and professional growth.
• Serve as an escalation point for staff questions, offering direction on compliance considerations and routing complex matters to the appropriate staff.
• Ensure team coverage, workload balance, and operational continuity during peak periods or staff absences.
• Align and delegate tasks in a strategic and efficient manner to support Advancement priorities and ensure resources are deployed where they achieve the greatest organizational impact

• Oversee the allocation of resources for organizational priorities, in consultation with the Director.
• Ensure due diligence processes are completed thoroughly and consistently, including vetting of donors, partners, and naming opportunities.
• Monitor foreign compliance requirements and support staff in maintaining adherence to regulations and institutional standards.
• Collaborate with Gift Compliance, Finance & Accounting, and other partners to resolve documentation issues and ensure compliance alignment.
• Prioritize multiple assignments and execute strategies within limited time frames to meet deadlines, ensuring deliverables are met.
• Identify obstacles, devise solutions and ensure timely resolutions.
• Ensure compliance with all University of Florida and Advancement regulations and best practices in office systems, practices, file maintenance and record keeping; ensure effective use of strategic tools and resources in alignment with UF Advancement’s Vision and Values.

• Partner with key stakeholders to communicate requirements, clarify processes, and troubleshoot issues, maximizing resources and efficiencies, with a focus on development and adherence to policies and procedures.
• Serve as subject-matter resource on agreement workflows, due diligence expectations, and compliance considerations providing training where appropriate and ensuring consistent communication with support teams across the organization.
• Communicate team process updates, policy changes, and workflow expectations clearly and proactively to internal partners.
• Build strong cross-departmental relationships to support efficient and compliant agreement execution.

• Oversee team use of technology and related workflow systems to ensure accurate tracking, documentation, and reporting of agreements and compliance activities.
• Identify opportunities to streamline workflows, strengthen documentation standards, and implement process improvements across the Program Management function.
• Develop and maintain internal guidelines, templates, and training materials to support consistent and…