The Coordinator of Advancement & External Engagement for the Whitman School of Management provides administrative and operational support to the Advancement and External Engagement team. This role reports to the Director of External Relations, Strategy and Operations. The position will manage the day-to-day operations for the office, including but not limited to procurement, donor reports and briefs, administrative tasks, internal projects, scheduling and special initiatives as determined. In addition to a focus on office operations, this role will provide prospect management support to the frontline fundraising team, including tracking information related to donors and prospects, monitoring sources for connections to the University, producing reports and updating prospect information in development databases.
Education and Experience
- Bachelor's degree required.
- Two years of demonstrated experience in managing internal operations, administrative tasks, and knowledge of CRM database systems, preferably in a college or university setting.
- Strong computer skills including proficiency in Microsoft applications, and CRM systems.
- Valid driver's license required .
Skills and Knowledge
- Team first attitude and the ability to collaborate with colleagues
- Advanced understanding of CRM systems including Blackbaud and the Microsoft Suite
- Ability to manage multiple projects in a dynamic environment and meet project timelines
- Attention to detail and ability to follow through
- Flexibility and ability to adapt and work in a rapidly changing environment and manage multiple priorities
- Goal driven team player but also capable of working independently
- Demonstrated experience working in and fostering a diverse, equitable and inclusive environment
Responsibilities
Manage the day-to-day operations for the team/office:
- Administrative support to the Assistant Dean of Advancement & External Engagement
- Scheduling and meeting coordination for team meetings and internal and external meetings with staff, volunteers and donors. Coordinate digital signage and welcome gifts for visitors in the building.
- Provide support to the Director of External Relations, Strategy & Operations on in-office tasks, including printing of collateral and other materials, managing and producing donor briefs and representing the operations team at in-person events and meetings.
- Monitoring the Advancement & External Engagement communications channels, including email, phone and mail.
- Overseeing the Suite 114 office needs, including but not limited to managing supply inventory, assisting with Conference Room bookings and calendars and directing ordering and procurement for the team.
- Assist with team events and meetings as needed, including but not limited to coordinating the team's annual planning off-site, organizing team lunches, assisting program leads on donor/volunteer events in the building and more.
Support the frontline fundraising staff on prospect research and pipeline management:
- Tracking the frontline fundraising team's pipeline management and running the monthly Moves Management meetings in collaboration with the Director of External Relations, Strategy & Operations.
- Maintaining the donor/prospect data library, updating reports and dashboards and assisting with opportunity/prospect management in Citrus and other databases as needed.
- Conducting prospect research to identify prospects for discovery and monitoring sources for new opportunities and constituents with ties to the School.
Assist with operational processes:
- Support the Assistant Director of Stewardship & Events with miscellaneous stewardship fulfillment tasks, including but not limited to biweekly acknowledgments and Whitman Leadership Circle mailings and touchpoints.
- Assist the Assistant Dean of Advancement & External Engagement with leadership volunteer board communications and management of the WAC/PAC/YWAC rosters, nominations and listserv.
Coordination of Special Projects:
- Write and develop the monthly Whitman Connections newsletter to be sent to donors, parents and alumni.
- Provide on-the-ground coordination for the Senior Class Giving campaign in coordination with the Director of External Relations, Strategy & Operations, including conducting in-person tabling, helping to manage the student committee and attending campus meetings with AEA/ACE partners leading the campaign.
Other Duties:
- Perform related duties as required or deemed appropriate to the accomplishments of the responsibilities and functions related to this position.
Physical Requirements
Enter Physical Requirements or "Not Applicable"
Tools/Equipment
Enter Tools/Equipment or "Not Applicable"
Application Instructions
In addition to completing an online application, please attach a resume and cover letter.