Development Coordinator (Temporary)

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 AVPs 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 offices 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 IAs 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

• Bachelors 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.