Annual Giving Coordinator
Job Title: Annual Giving Coordinator
Classification: C3
Department: University Development
Updated: January 2019
Job Summary
The secretary will communicate and work with members of the Development Services team to assess current annual giving needs and to provide opportunities for efficient allocation of effort toward department-wide project goals. By direction of the Director of Annual Giving, the secretary will assist as described below in duties that facilitate the giving cycle for annual giving donors and prospects (identification, cultivation, solicitation, acknowledgement, stewardship). This position supports the multiple annual Giving components (Alumni, Faculty/Staff/Retirees, Telephone Outreach Program, Parents Program, Student Legacy and future components).
Essential Functions:
- Schedule and manage calendar activities where requested.
- Correspondence (prepare solicitation letters, meeting acknowledgements, etc.)
- Project Coordination.
- Provide accurate, updated AG reports.
- Provide timely response and accurate information to requests.
- Runs standard daily, monthly and annual reports.
- Creates, compiles and logically formats statistical data and reports.
- Provides customer service to donors with gift inquiries and follow up on donor problems where appropriate.
- Coordinates process for first time donor recognition packets and anniversary mailings.
- Prepares correspondence (solicitation letters, invitations, thank you letters, etc.)
- Records RSVPs, assists with meeting preparation (nametags, agendas, materials, guest lists, etc.)
- Maintains records (projects, event binders, files)
- Establish and maintains organized filing system of AG reports, prospects, materials, etc.
- Assists Annual Giving Manager with bid process for external direct mail projects.
- Processes invoices for Annual Giving projects.
- Orders and monitors inventory of Annual Giving supplies (mailing materials, campaign materials, etc.)
- Coordinates Annual Giving staff conferences (conference and travel reservations, webinars, etc.)
- Participates in developing and implementing Annual Giving plans and strategies.
- Serves as a liaison for student supervisors in Telephone Outreach Program.
- Maintains confidentiality of donors information.
- Coordinates all clerical duties associated with staff searches.
- All other duties as assigned.
- Assist with maintaining and updating information in Millennium, following departmental procedures (family information, contract information, clean up of duplicate records, etc.)
- Assist and participate in University Development events as requested.
- Assist other Development secretaries and administrative assistants when needed.
- Shares in clerical/administrative support for the University Development Office.
Non-Essential Functions:
Not Applicable
Required Qualifications:
- High school graduate or equivalent.
- Minimum of three years of relevant work experience.
- Demonstrated ability for positive interaction with tact and diplomacy regarding donor and department concerns.
- Office support experience.
- Experience with multiline phones.
- Demonstrated accuracy and ability to multi-task.
- Ability to work under pressure and meet deadlines.
- Demonstrated ability to successfully work independently, organize own work and coordinate work activities of others and coordinate work activities of others.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Possess strong verbal and written communication skills.
- Possess excellent grammar and proofreading skills.
- Typing & spelling competency.
- Experience with desktop computer software applications including the Microsoft Office Suite with emphasis on Outlook appointments and scheduling
- Ability to handle information in a confidential and sensitive manner
- Ability to operate office equipment.
- Ability to provide quality customer service.
Preferred Qualifications:
- Some college course work.
- Experience in higher education.
- Broad-based knowledge of fundraising principles and techniques.
Supervision Received:
Receives supervision and work assignments from a designated supervisor, although other staff members in the unit may provide work direction.
Supervision Exercised:
May direct the work of student employees.
Physical Demands:
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.