Careers

Title: Development Coordinator

Department: Institutional Advancement Mgmt.

Duration: 9 months - End Date: November 2, 2026 (Possible Extension)

Employment Status: Non-Exempt, 40 hours per week

Job Summary

Reporting to the Associate Vice President of Individual Giving, the Development Coordinator will work closely with the broader Institutional Advancement (IA) team, providing administrative and office management support to the Associate Vice President for Development and the Individual Giving team ensuring office procedures flow smoothly and efficiently. The Development Coordinator coordinates travel arrangements, manages the AVP’s calendar, plans and coordinates internal meetings, enters contact reports and updates into the fundraising database, runs reports, and assists with the planning and execution of cultivation events. Effectively communicates with academic leaders, trustees, volunteer leadership, donors, alumni, administrative leaders, department chairs, and faculty. Triages phone calls, mail, faxes, electronic communications, and voicemail in an efficient and organized manner. Communicates with the IA Executive Assistant, the Senior Development Coordinator of Principal Gifts, the Development Coordinator for the Office of Strategic Initiatives, and the Associate Director, Gift Planning Administration and Stewardship, daily.

Job Duties

• 40% - AVP Support – Manages a conflict-free calendar, including the coordination of meetings and conference calls held inside and outside Oxy. Confirms all appointments and logistics 24 hours in advance. Maintains and organizes an electronic filing system of administrative and donor files. Coordinates meeting logistics and is responsible for setting up Zoom meetings, reserving rooms, ordering refreshments, reserving A/V equipment, and preparing packets for meeting participants. Works independently on projects assigned by the AVP for the office’s annual, major, and principal giving areas. - (Essential)
• 40% - Oxy Fund, Major Gifts, Principal Gifts Support – Drafts agendas for all standing team meetings and distributes them in a timely fashion. Drafts office communications and prepares them for signature. Proofreads and edits confidential, sensitive information. Demonstrates the ability to compose letters and documents. Handles all travel arrangements, including booking flights and hotels, and is responsible for compiling a high volume of trip materials, including but not limited to donor gift records. Drafts Presidential briefings on top-level prospects. Assists with prospect outreach and meeting scheduling. Produces detailed monthly expense reports (corporate card as well as out-of-pocket) for each officer. Works with the budget office to ensure the smooth processing of expense reports. Assists with the planning, coordination, management, and execution of cultivation events/salons. Collaborate with other staff on the development of marketing collateral, brochures, and support materials for donor visits and events. Maintains accurate and complete records of donor communications for gift officer visits and cultivation events, including proper entry of data into Blackbaud. Prepares reports on events, activities, and programs. - (Essential)
• 20% - Advancement Operations – Collaborates with the Executive Director of Advancement Operations and gift officers on prospect pipelines. Maintains expert knowledge of IA’s internal donor tracking database, as well as a thorough understanding of central clearance and development research protocols, to research donor records and request prospect clearance and research. Routinely pulls and formats reports in support of gift activity, travel, portfolio assignments, and proposal tracking. Tracks proposal submissions and submitted proposals. Coordinates contact and trip reports in a timely manner following travel and prospect visits. Supports supplemental acknowledgment processing for the Associate Vice President of Development and gift officers to ensure a thoughtful, complete, and efficient process for thanking donors under management for their gifts. - (Essential)

Minimum Qualifications

• Bachelor’s degree in liberal arts or a related field, or an equivalent combination of education and experience.
• Two years of development/fundraising administrative experience in a non-profit setting.
• Experience using and maintaining a CRM system.
• Demonstrated skill with fundraising databases and evidence of an ability to master these resources.
• Ability to analyze, synthesize and organize data, and present findings in a comprehensible manner for different audiences.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Web Editing, and social media applications or any combination of productivity programs applicable to position responsibilities.
• Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy. Strong commitment to a quality work product.
• Demonstrated ability to effectively communicate verbally, in writing and electronically.
• Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies.
• Demonstrated commitment to justice, equity, inclusion & diversity.
• Demonstrated skill in adapting to and performing work effectively in high-volume, high accountability, confidential environment with multiple and changing priorities.
• Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner.
• Ability to self-motivate and work independently.
• Ability to provide effective leadership and training, and to work effectively and professionally across functions, disciplines, levels, and with diverse groups.

Preferred Qualifications

• Experience in a college or university setting, Salesforce administration, and project management.

EXPECTED HIRING RANGE: $20.00/hr-$25.00/hr. Please note that this position is not eligible for benefits.