The University of Wisconsin Foundation, the private fundraising entity for the UW-Madison, is seeking an experienced administrative professional to join a team responsible for planning and executing development programs on behalf of various campus units. Responsibilities include office management, assisting with development and alumni events, prospect and stewardship management, gift fund administration, maintaining records and managing a variety of projects. The senior development coordinator has significant contact with faculty, staff, alumni, and other donors to the University.
Primary Responsibilities: Campus Relations
- Depending on experience and qualifications
Serve as the primary contact to answer internal and external questions related to assigned areas, other campus area directors and their staffs. Serve as primary contact to all units of assigned partners. Monitor gifts to related funds and provide notice to staff as needed. Work with units to increase their involvement and recognition of donors. Assist with and attend Board of Visitors meetings as required and coordinate follow-up from assigned partners as necessary. Actively participate in meetings and activities with campus partners that support development-related activities; be the primary point person of contact with assigned departments and those of assigned partners. Donor / Prospect Relations
Participate in the planning of targeted activity with donors and prospects, e.g. action plans, stewardship plans Organize and facilitate donor visits to campus. Serve as primary UWF contact for many donors, responding to questions regarding gifts, funds, “how to give,” etc. Generate donor prospect spreadsheets by priority and rating for development work. Analyze donor population and identify opportunities where increased contact with donors is warranted to strengthen the relationship and encourage further giving. Maintain major prospect lists and additional data files as requested. Work with technical staff to generate routine reports for internal and campus partners. Office Management
Provide administrative support for assigned partners and their projects as needed. Draft routine correspondence and memoranda, including gift receipt letters. Respond to routine information inquiries, including phone calls and emails, and direct requests and mail to appropriate staff. Forward information, i.e. messages, articles, correspondence, on behalf of assigned partners to appropriate personnel. Draft, type, copy and file correspondence for assigned partners. Provide support services for committee and staff meetings as appropriate. Coordinate the schedule and activities of assigned partners. Suggest areas for process improvement and assist in making improvements when appropriate. Field donor and departmental questions regarding gifts. Demonstrate an understanding of organizational administrative policies and processes. Demonstrate a cooperative and courteous manner towards donors, families and visitors, in person and by phone. Schedule UW Foundation in-house and out of house meetings. Reserve resources for assigned partners. Provide computer technical support (application-based) for various members of the group. Provide any additional office management support on an as needed basis. Fund Administration Create, proof, and finalize Memorandum of Agreement, Fund Operation Agreement and New Fund Letter documents and route for signature Know and understand existing University funds within assigned units, and those units of assigned partners.Investigate and resolve fund issues as they arise. Work with accounting to ensure gifts, pledges, and matching gifts are properly recorded according to donors’ wishes. Research fund activity: gifts, expenditures, purpose of expenditures, etc. in response to donor inquiries. Work with constituencies to spend gifts in accordance with donor wishes, coordinating the assignment of scholarship recipients in accordance with fund descriptions and regularly reviewing unexpended funds (3+ years of income available). Utilize and manipulate all aspects of Fund File system. Analyze, organize and effectively communicate fund information and/or reports to UW Foundation management, staff and campus partners. Create reports and provide other pertinent information for UW Foundation staff and campus partners to take on donor visits. Advise campus partners on appropriate/beneficial uses/features of Campus Access and Web Strategy. Stewardship Report Management Create user-friendly individualized reports on funds, including customizing, interpreting and simplifying the computer output. Work with assigned campus areas to prepare endowment reports and provide information on meaningful stewardship of funds. Coordinate mailing of endowment reports and follow-up with donors when needed. Event Planning/Implementation Coordinate and assist in the planning and execution of donor and prospect events. Work with assigned UWF partners or campus liaisons to plan specifics of event, such as date, speaker, location, rooms, hotel arrangements, parking, A/V, food, etc. Create and manage invitations and timelines for events. Send out invitations, develop program and assist speakers with any A/V needs. Coordinate and manage the following processes: Development/refinement of attendee lists. Preparation and mailing of confirmation letters and special instructions to attendees prior to event. Maintenance of lists for event invitees, attendees and regrets. Execution of event follow-up. Communicate with DoD about plans and preparations to maximize the event for development purposes. Organize on-site logistics and respond to needs as they arise. Travel arrangements and reservations Reserve and confirm air, hotel and rental car for assigned partners. Create and send trip alerts as necessary. Create travel itinerary for UW Foundation staff and fellow campus travelers. Process, review and file expense reports. Support a service-oriented atmosphere in accordance with UW Foundation mission, values and philosophy Adhere to policies and procedures. Maintain strict confidence of non-public UW Foundation information. Develop and maintain own competence. Assist in control of UW Foundation resources. Qualifications: High school graduate required. Post high school training, college degree, or equivalent preferred. Minimum of 3-5 years of experience in an office setting and working with a computer. Good oral and written skills and high degree of office management / administrative skill. Keen attention to detail. Ability to interact well with people of diverse backgrounds; strong team building skills. Ability to work with a large degree of independence. Microsoft Office experience required with familiarity of the 2007 version desired. Database skills preferred. Ability to learn and use other computer programs.
This is a FT: 37.5-hour/week position. We offer an excellent work environment as well as competitive pay and benefits. Please send your resume and a letter of interest by February 1 to:
Human Resources Coordinator
University of Wisconsin Foundation
The University of Wisconsin Foundation is an Equal Opportunity Employer.