The coordinator is responsible for managing all administrative initiatives and oversees all internal multi-faceted advancement operations within the department. Working closely with the associate dean of Development and Alumni Relations and all directors, assist with activities including alumni relations, fundraising, research, cultivation, solicitation, follow-up, stewardship for annual giving and major gift fundraising plus major gift fundraising. Responsibilities include prospect data management, stewardship, special events, and overall task management. Work involves a high degree of individual judgment, responsibility, organization, and motivation.
1. Track annual fund expenditures.
2. Supervise department assistant and student employees
1. Act as a liaison with University Relations Information Services in initiating requests for appropriate reports and ensuring responsiveness to alumni and proper gift processing and crediting.
2. Maintain confidential development records, including biographical files and records of alumni cultivation, solicitation, contributions, and acknowledgements. Manage, manipulate, and analyze large amounts of this highly confidential data.
3. Review and evaluate weekly and monthly reports from university Information Services.
Solicitation and Cultivation
1. Work closely with the associate dean of Development and Alumni Relations in developing strategies to target areas for local, regional, and national cultivation and solicitation trips.
2. Coordinate all trip and appointment planning to ensure frequent and continuous travel of development staff and that there remains smooth and consistent operations while they are out of the office.
3. Enter all contact reports for the dean of SON and associate dean of Development.
4. Coordinate local/campus development appointments and out-of-town developments trips for dean and associate dean, in conjunction with development assistant and other department assistants. Oversee all arrangements including making appointments, reservations, and confirmations,
5. planning travel logistics, requesting biographical information and creating comprehensive itineraries.
6. Perform all trip follow up in the form of necessary communication and photos.
Acknowledgement and Stewardship
1. Coordinate large mailings following university procedure in contacting vendors, preparing materials, arranging for postage, and follow-up.
2. Provide clear and creative writing editing and proofreading skills that convey effective messages and meet high standards of grammar and punctuation suitable to the university’s overall image and goals.
3. Oversee the department system for writing major gift and annual fund gift acknowledgements for the dean; ensure gifts are acknowledged in a timely manner. Communicate frequently with other university departments regarding gifts and proper acknowledgement.
4. Coordinate correspondence and distribution of monthly pledge bills and stewardship and endowment fund letters.
5. Coordinate all stewardship and recognition programs and activities.
1. Support alumni events
2. Assist the senior director of Alumni Relations with drafting correspondence for alumni.
3. Maintain alumni relations website
4. Develop programs designed to engage alumni volunteers
1. Develop and implement new programs and policies and take initiative to continually improve the effectiveness and efficiency of office and programs, which will indirectly increase funds attainment.
2. Perform project administration.
3. Perform other duties as assigned by the director of Development, the associate dean of Development and Alumni Relations, and the dean of the School of Nursing including but not limited to the development and management of other existing and future development and alumni programs.
1. Provide transportation to meetings.
2. Perform other duties as assigned.
Department: Contact with the dean, faculty members, administrative and support staff.
University: Contact with staffs of president, provost, vice presidents and joint office of Development and University Relations.
External: Contact with alumni, major donors and prospective donors, volunteer committee members, trustees, vendors and community leaders.
Students: Contact with student employees.
Direct supervision of department assistant and student employees.
Experience: A minimum of 5 years work experience in a similar, highly responsible position. Prior experience in fundraising and/or alumni relations setting is preferred.
Education: High school education required; Bachelor’s degree preferred.
1. Must be organized, detail-oriented and possess outstanding verbal and written communication skills.
2. Must possess a high level of maturity, professionalism in behavior, discretion, motivation and energy.
3. Must have prior, successful experience in a similar, highly responsible position.
4. Must be team oriented and have strong interpersonal, organizational, and communication skills; appropriately balanced assertiveness and graciousness when communicating with prospects, donors, and alumni in order to secure appointments and meetings, and mature problem-solving ability.
5. Must have high degree of self-motivation and be able to work independently and manage a fast-paced development operation while fostering a positive work environment.
6. Ability to concurrently manage multiple diverse activities, even with frequent interruptions.
7. Ability to (a) work with grace under pressure; (b) pay attention to detail; (c) meet inflexible deadlines on own initiative (d) deal with difficult situations while maintaining composure.
8. Good work attendance record essential.
9. Event management and exceptional organization skills are required.
10. Must be proficient in work processing and database management; ability to learn and utilize new programs quickly Excel, Access, etc.
11. Must have data analysis skills.
12. Previous experience in PeopleSoft preferred.
General office working environment. Good work attendance record essential. Must be able to work evening and weekends as necessitated by workload or events. High energy and stamina to remain effective under stress.
In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.
Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.
Case Western Reserve University - 4 months ago