General Summary of Position:
This being a promotional opportunity, only current UML Employees with the same Bargaining unit are eligible to apply for this position.
The Senior Development Coordinator provides high-level executive and strategic administrative support to the Deputy Chief Advancement Officer (DCAO) and targeted administrative and coordination support to the Development team within University Advancement.
Approximately 50% of the position is dedicated to supporting the DCAO in the leadership and management of the Development program, including team priorities and performance, campaign planning and execution, and management of the DCAO's major and principal gift portfolio. In this capacity, the Senior Development Coordinator serves as a key organizational partner to the DCAO, helping to anticipate needs, coordinate information, track priorities and commitments, and ensure timely preparation and follow-through.
The remaining 50% provides administrative and donor-related support to members of the Development team and coordinates shared Development administrative activities. Support is prioritized based on individual and team needs, donor activity and Development priorities, with an emphasis on efficient use of resources and appropriate self-service across the team.
The position requires a high degree of initiative, judgment, discretion and organizational skill and provides opportunities to assume increasing responsibility for executive-level coordination, project management and Development administration.
Essential Job Duties:
Executive and Strategic Support to the Deputy Chief Advancement Officer
Provide high-level executive, administrative and project coordination support to the Deputy Chief Advancement Officer (DCAO), serving as a key partner in helping the DCAO manage Development team priorities, campaign planning and execution, and an assigned portfolio of major and principal gift prospects.
- Proactively manage the DCAO's calendar, meetings, priorities and deadlines, anticipating needs and helping ensure appropriate preparation and follow-through.
- Ensure the DCAO is prepared for meetings by coordinating agendas, background information, reports, briefing materials, presentations and other necessary documentation.
- Support preparation for weekly meetings with the Vice Chancellor, Advancement senior team meetings, Development team meetings and other leadership discussions, including gathering strategic updates and identifying outstanding items requiring attention.
- Maintain and track action items, decisions, deadlines and commitments resulting from meetings and other activities; proactively remind and follow up with the DCAO and, at the DCAO's direction, appropriate team members to ensure timely completion.
- Support the DCAO in managing the Development team's progress toward annual fundraising and activity goals by gathering and organizing information related to dollars raised, gift opportunities, visits, substantive visits, unique visits and other established performance measures.
- Assist with preparation for individual fundraiser meetings, portfolio reviews, pipeline discussions and annual planning, including compiling relevant reports, materials and outstanding follow-up items.
- Support the DCAO's management of the University's current campaign and planning for future fundraising initiatives by coordinating campaign information, reports, prospect pipelines, campaign pyramids, timelines and other planning materials.
- Coordinate with Advancement Services, Development staff and other colleagues to gather information and established reports needed for campaign analysis, planning and decision-making.
- Assist in developing presentations and briefing materials for the Chancellor, Vice Chancellor, senior leadership, Deans and Directors, Advancement staff and other audiences, including preparing initial PowerPoint presentations, charts, tables and supporting materials.
- Support the DCAO's management of an assigned major and principal gift portfolio by coordinating donor meetings, briefings, proposals, correspondence, logistics and follow-up activities.
- Partner closely with the Executive Assistant to the Vice Chancellor to coordinate schedules, priorities, materials and follow-up and to help ensure alignment between the Vice Chancellor and DCAO when appropriate.
- Handle confidential and sensitive personnel, donor, prospect and fundraising information with a high degree of discretion and professionalism.
Development Officer and Donor Support
Working in partnership with Directors of Development and other fundraising staff, provide targeted administrative and coordination support for donor and prospect activity. Support will be prioritized based on the needs of individual team members, donor activity and Development priorities, recognizing that some team members may require a greater level of administrative support than others.
- Coordinate meetings with major and principal gift donors and prospects, including scheduling, logistics and internal participants.
- Ensure donor and prospect meetings and visits are appropriately supported through the timely preparation and coordination of briefings, proposals, correspondence, biographical information and other materials.
- Coordinate logistical arrangements for high-level donor and prospect meetings, campus visits and other engagement activities.
- Draft and prepare donor correspondence and other documents as requested.
- Assist with the preparation and coordination of donor-focused events and functions, including agendas, handouts, briefing materials and other supporting documents.
- Maintain appropriate donor and prospect records, files and related information and assist with updates as needed.
- Coordinate communication with appropriate University colleagues when key donors and prospects are visiting campus.
- Provide administrative support for travel arrangements, reimbursements, procurement card reconciliation and other processes as appropriate.
- Support Development staff with other administrative and donor-related needs based on established priorities and available capacity, while encouraging appropriate self-service among team members.
Development Team Coordination and Administrative Support
Support the efficient operation of the Development team by coordinating shared administrative activities, maintaining appropriate systems and processes, and providing additional support for Development and University Advancement priorities as capacity allows.
- Prepare and edit reports, analyses, correspondence, mail merges and other Development-related documents and materials.
- Assist with prospect contact reporting and other recurring Development reporting and administrative processes.
- Respond to and appropriately direct inquiries and requests from internal and external constituents, exercising judgment and discretion when determining appropriate next steps.
- Provide coordination and administrative support for Development team meetings, projects and initiatives.
- Represent Development, as appropriate, at University meetings with internal partners and coordinate information or follow-up resulting from those meetings.
- Provide limited support for broader University Advancement events and initiatives when needed and as Development priorities and capacity allow.
- Help identify opportunities to streamline administrative processes and appropriately transition routine activities to self-service practices across the Development team
- May coordinate, train and provide day-to-day work direction to part-time, temporary or student administrative support assigned to assist with Development activities.
- Performs other related duties as assigned by the DCAO.
May coordinate, train and provide day-to-day work direction to part-time, temporary or student administrative support assigned to assist with Development activities. Does not currently have formal supervisory responsibility.
Minimum Qualifications (Required):
- Bachelor's degree with 5-7 years of progressively responsible administrative, executive support, project coordination or related experience.
- Will consider candidates with HS Diploma or GED/equivalent and 10+ years of related experience.
- Demonstrated proficiency with Microsoft Office applications, including Outlook, Word, Excel and PowerPoint, as well as experience with databases or similar information systems.
- Strong organizational, written and verbal communication skills, with demonstrated ability to manage multiple priorities and deadlines.
- Must be available to work a flexible schedule, including occasional evenings and weekends, on and off campus, as needed.
Additional Considerations:
- Previous experience in a university, nonprofit, fundraising or Advancement environment preferred.
- Experience preparing or coordinating reports, presentations, briefing materials and other executive-level materials preferred.
- Demonstrated initiative and ability to work independently, anticipate needs, identify next steps and ensure timely follow-through.
- Ability to exercise sound judgment and discretion when handling confidential or sensitive information and to appropriately elevate matters requiring guidance or decision-making.
- Demonstrated ability to develop effective working relationships and collaborate professionally with senior leaders, donors, alumni and colleagues across organizational levels.
- Experience with PeopleSoft, fundraising databases, CRM systems or similar enterprise systems preferred.
- Experience preparing or coordinating reports, presentations, briefing materials and other preferred executive-level materials.
- Ability to coordinate, train or provide day-to-day work direction to part-time, temporary or student staff as needed.
Special Instructions to Applicants:
This being a promotional opportunity, only current UML Employees with the same Bargaining unit are eligible to apply for this position.
This is an SEIU 888 Professional Union position, Grade P17. Anticipated salary based on qualifications/experience. Salary grade minimum: $65,693, 25th quartile: $74,725 and midpoint of $83,758.
Please include a resume and cover letter with your application. Names and contact information of three reference will be required during the application process.
