Development & Stewardship Coordinator

Agency

Department

A Glimpse of the Job

This position provides comprehensive administrative and operational support for the Development Office ensuring efficiency across donor stewardship event coordination and office management. It oversees key programs and projects such as scholarship reports faculty endowments and the Companion Animal Memorial Partners Program (CAMPP) while also supervising student interns from hiring to evaluation. The role supports donor engagement through communications tours and volunteer coordination including efforts with the Deans Council. Additionally it manages gift processing financial reporting and marketing activities in collaboration with internal and external partners ensuring seamless execution of stewardship strategies and events.

Essential Duties/Tasks:

Donor Relations & Stewardship

• Coordinates weekly and major gift stewardship processes.

• Drafts thank you and acknowledgment letters for donors.

• Maintains and use Internal Stewardship Processing Checklist.

• Produces annual donor stewardship impact reports.

• Collects annual giving data design reports write cover letters input and order reports and distribute final versions.

Engagement & Operational Support

• Oversees office supply ordering and inventory management.

• Manages office mailings including ordering and transporting materials.

• Coordinates team meetings: collect agenda items prepare agendas and schedule internal presentations.

• Organizes internal team celebrations (e.g. birthdays social gatherings).

• Maintains and update digital office processes and workflows.

• Manages relationships with vendors

• Creates and update office training materials and manuals.

• Coordinates and support meeting setup needs.

• Plans and lead donor corporate and prospective student tours including logistics.

• Maintains and manage the Unsolicited Lead Rotation List including entry tracking Development Officer follow-up and CRM (Salesforce) data input.

• Supervises student interns (3-5)

• including hiring training onboarding/offboarding weekly one-on-one check-ins team meetings work schedules and performance evaluations.

• Maintains student worker handbook

Event Planning

• Plans and executes all development-related events and campaign gatherings.

• Manages vendor coordination signage invitations program timelines audiovisual needs and follow-up logistics.

• Co-coordinates alumni receptions in partnership with College Events & Alumni Relations when needed.

• Fully manages Thank Your Donor Day: Schedule & coordinate the design and order custom cards update donor contacts collect and sort student thank-you notes scan and organize cards for distribution and produce cover letters and scholarship infographics.

Special Projects Oversight

• Scholarship Bios: Design layout collect and organize recipient data input content write cover letters and order final materials.

• Faculty Endowment Reports: Request record and send annual reports to endowed chair holders.

• CAMPP (Companion Animal Memorial Partners Program): Maintain program and processes coordinate with vendors track orders and mailings and oversee clinic outreach and communications.

Volunteer Management

• Manages all aspects of the Deans Council:

  • Plans and executes biannual events.

  • Handles membership renewals including materials and communications.

  • Maintains by-laws and support executive leadership needs.

  • Keeps member directory up to date.

  • Solicits & track annual member dues.

Business Processes & Financial Coordination

• Coordinates with the Scholarship Coordinator on class scholarship audits.

• Supports the Colleges annual report through data collection and submission.

• Submits expense reports for the Director of Development Operations and Chief Development Officer.

• Directs and oversee all gift processing operations:

  • Maintains master gift tracking spreadsheet create and audit asset transmittals transport check documentation manage accounting backup and coordinate with TAMF and TAMU for fund balances and usage.

Marketing & Communications

• Manage the creation and distribution of donor and development communications: Coordinate and send monthly birthday & Holiday cards to donors.

• Handle swag orders including item selection pricing ordering tracking inventory and distribution.

• Develop and maintain print and digital marketing handouts and giving site updates.

What you need to know

Salary: Compensation will be commensurate to selected hires experience.

Special Instructions: A cover letter and resume are strongly recommended. You may upload these in the CV/Resume section.

Required Education and Experience

• Bachelors degree in applicable field or equivalent combination of education and experience.

• Four years of professional experience in administration or development support.

Preferred Qualifications

• Five years of progressive responsible experience in client-facing project management or donor engagement roles (non-profit hospitality alumni relations customer success or similar).Event Planning Coordinated multifaceted events (minimum 20-50 guests) in any sector. Customer service orientated excellent interpersonal skills and high ethical standards. Strong written & communication skills. Project and Program Management. Knowledge of fundraising database management. Knowledge of TAMU accounting system/Canopy/FAMIS/AggieBuy and Workday. Ability to work well under deadlines. Self-Starter. Strong written communication: provide a 250-word donor thank-you sample with application.

Knowledge Skills and Abilities

• Working knowledge of word processing spreadsheets presentation and database applications.

• Strong interpersonal and communication skills.

• Strong verbal and written skills.

• Ability to multi-task and work cooperatively with others.

• Ability to work effectively in a team environment.

• Proficiency in using Microsoft Office applications (Excel Outlook Word PowerPoint Teams Cognito) and Customer Relationship Management (CRM) software platforms.

• Ability to maintain confidentiality across a variety of situations and involving a variety of constituents (including Foundation leadership team members prospects donors and University leadership.

• Ability to develop rapport quickly communicate effectively with a wide variety of personalities and possess the aptitude to relate well to the academic community and public and external customers in professional respectful and courteous manner.

• Ability to conduct both repetitive data tasks with consistency and utilize critical thinking for more complex projects.

• Strong written verbal and interpersonal communication skills including excellent listening relationship-building and customer service including the ability to respond to internal and external constituents with tact diplomacy and discretion.

• Strong organizational skills.

• Ability to prioritize and handle multiple projects simultaneously and to work calmly under pressure of goals and deadlines.

Other Requirements and Factors

• This position is security sensitive

• This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU policies regulations rules and procedures

• All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and University safety requirements

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.

All positions are security-sensitive. Applicants are subject to a criminal history investigation and employment is contingent upon the institutions verification of credentials and/or other information required by the institutions procedures including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.