The Development Coordinator provides administrative and operational support for the Institutional Advancement office. Responsibilities include supporting the Vice President of Institutional Advancement, the Senior Director of Advancement Strategy, the Director of Advancement Operations and other Advancement colleagues in department operations and general office tasks. The Coordinator will accurately and promptly record all gifts and grant payments to the University in the Salesforce database, generate donor correspondence, support external communications efforts, provide general office support, and conduct any special projects or duties as needed by the department.
Essential Responsibilities:
- Data entry: accurately and promptly process gifts and grants in Salesforce, and file documentation appropriately; maintain and update donor and prospect information, including contact information, relationships, event attendance, etc.; generate lists and reports; ensure data integrity; support department colleagues with data entry, as requested.
- Donor correspondence: generate and mail donor correspondence (e.g., acknowledgement letters, pledge reminders, birthday cards and other personalized communications), and route to appropriate Advancement staff for review; process notifications to gift honorees, as appropriate.
- General office support: Advancement department budget management (check requests and invoices, credit card reconciliation, etc.), scheduling (intra- and inter-department, and external), office supplies and inventory, catering requests, filing, etc.; proactively looks ahead for upcoming meetings and events, and prompts colleagues.
- Communications: support Advancement external communications to prospects, donors, alumni and other constituents, utilizing various communication platforms and tools.
- Event support: partner with and support Advancement colleagues in developing and executing events involving internal and external audiences, e.g., prospects, donors, alumni and/or faculty/staff; generate RSVP reports and lists, name tags, attendance lists, etc.
- Special projects and other duties as assigned.
Qualifications, Skills, and Competencies:
- High School Diploma or GED equivalent with 2-3 years of experience in Higher Education; Bachelor's degree preferred.
- 1-3 years of previous experience in a non-profit or administrative setting (higher education preferred).
- 1-3 years of experience with Microsoft Office Suite; strong working knowledge of Word, Outlook, Excel, Teams, and PowerPoint; ability to learn new technologies and platforms
- 1-3 of experience with databases and data management, including data entry, report generation, and ensuring data accuracy.
- 1-3 years of experience with external communications, particularly using different communication platforms and tools to reach prospects, donors, and stakeholders.
Experience working with Salesforce or other CRM databases.
Experience in advancement/development or related field.
Budget management experience (handling check requests, invoices, credit card reconciliation).
Ability to manage special projects or ad-hoc duties as assigned.
- Time Management: Prioritizes tasks and manages time to ensure that deadlines are met. Plans his or her time and sticks to those plans. Prevents or manages interruptions until the highest priority tasks are accomplished.
- Written Communication: Writes clearly and concisely when sharing or documenting information. Uses words or terms that all readers are likely to understand and invites people to ask questions if any aspect of a written document is confusing or unclear. Uses good judgment about what to put in writing versus what should be shared in a conversation or presentation. Demonstrates awareness that electronic messages have there advantages (such as getting information out quickly to a large group of people), yet are frequently misinterpreted because the intended tone cannot be reliably conveyed in writing. Uses caution and discretion in responding to written communications, especially when replying to e-mails that contain personal criticism or factual inaccuracies.
- Versatility: Is able to take on a variety of different tasks and roles in the organization. Can move in a relatively seamless manner from one task or focus to another and can fill in for other team members when they are absent or are experiencing work overload.
- This position will require independent judgement when coordinating schedules and providing general support to the Institutional Advancement staff. When questions related to gift processing or data entry arise, the Institutional Advancement Coordinator should consult with the supervisor. This position will be expected to independently handle calls to/from donors, prospects and key stakeholders, requiring tact and professionalism.
- Work Environment: general office environment. Some night and weekend time required, based on events.
