The School of Humanities and Sciences (H&S) seeks candidates with outstanding professionalism and support skills to provide administrative services to two to three gift officers, including directors and/or associate directors of development, and assist with team projects. H&S is Stanford’s largest school, with 23 departments and more than 25 interdisciplinary programs spanning the humanities, arts, social sciences, and natural sciences. The position reports to the Associate Director, Development Programs (H&S).
Following a brief orientation period, the successful candidate will be expected to assume the following responsibilities: Develop comprehensive knowledge of the School of Humanities and Sciences External Relations and Development Programs teams; gain an understanding of each gift officer’s work, style, and preferences; and assist gift officers in the many stages of gift procurement, with an emphasis on data management requiring the ability to manage and manipulate complex data in Excel. He or she will serve as a liaison between field staff and development administrators, faculty and staff, volunteers, donors, and University officials. The Development Coordinator will be expected to be familiar with the academic content areas and know the names of the prospects for whom his/her gift officers are responsible. Creativity, a proactive attitude and good judgment are required to organize the various phases of any assignment and obtain and correlate information from a wide variety of sources. The coordinator must be able to act in an independent and anticipatory manner with minimal supervision.
Characteristic duties include but are not limited to the following:
• Compile, manipulate and analyze data from a variety of sources, and organize data into proper formation to serve as background for meetings, reports and solicitations.
• Plan efficient use of gift officers' time including complex meeting scheduling.
• Arrange travel, coordinate itineraries, and prepare expense reports for gift officers as well as for the dean and other university leadership.
• Independently compose and edit internal and external correspondence, draft confidential prospect backgrounds and other documents requiring research, context changes, clarification of text as well as maintain extensive filing system.
• Prepare gift transmittals and troubleshoot issues in coordination with the Gift Processing department and the Controller's Office.
• Review donor records to ensure accurate recording of pledges and gifts.
• Work closely with University officers, trustees, faculty, and top-level volunteers, exercising discretion on highly confidential and sensitive information.
• The Development Coordinator will independently manage various projects for the fundraising team they are assigned which may include such projects as; developing and managing a project time line, troubleshoot budget/invoice issues, respond to a variety of questions regarding an upcoming events or projects, create and/or manage an extensive filing system, create or edit call reports, create briefing and/or research materials.
This position will most often set own priorities with initial guidance from the Associate Director and/or the gift officers. The Development Coordinator will establish effective work processes and systems to achieve the strategic as well as tactical goals of the H&S External Relations Team.
The ideal candidate will be a self-starter who takes initiative, likes to own projects and is able to prioritize his/her work efficiently in a fast-paced and highly dynamic office environment. Qualifications also include:
• Flexibility to work as part of a team or independently, as needed, to meet shifting deadlines, priorities and schedules.
• Demonstrated resourcefulness and initiative and excellent listening skills.
• Demonstrated ability to program work flow and coordinate often complex schedules of others.
• Demonstrated skill and experience with Microsoft Windows XP and the Microsoft XP or greater Office suite of programs at the Intermediate/Advanced level. A high degree of proficiency with MS Word and Excel programs producing error free work when performing a variety of work functions such as typing, editing, data entry, and calculations. Further, the ability to learn quickly and with minimal formal training other computer applications commonly used in our office environment.
• Experience with fundraising database software preferred, but familiarity with relational database is an expected skill (Stanford uses a version of BSR Advance called PostGrads.)
• Ability to handle multiple projects simultaneously in a fast-paced and busy environment.
• Excellent interpersonal skills including the ability to work effectively in cross-cultural situations.
• Demonstrated ability to successfully coordinate a number of projects requiring close timeline management and the ability to get things done through others and/or independently.
• Demonstrated ability to professionally represent office to donors and staff through excellent communications skills, both written and oral.
• Excellent administrative skills, including a minimum typing skill of 65 wpm.
• Good judgment, high energy and a positive attitude is essential.
• Excellent customer service focus and skills.
• Flexibility to work overtime on an occasional basis.
• Knowledge of Stanford University and/or fundraising would be extremely helpful.
We are not able to provide relocation or sponsorship for this position. Stanford University is an affirmative action, equal opportunity employer.
Thank you for your interest!
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