Development Coordinator, College and Graduate School of Arts & Sciences Development

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Job Description Summary

Summary: The Development Coordinator, College and Graduate School of Arts & Sciences partners with the College Development Team to perform a variety of functions that support all fundraising, volunteer activities and alumni engagement for the College and Graduate School of Arts & Sciences. This includes analyzing the prospect management plan for each gift officer, reviewing prospect portfolios for all team members, recording and tracking progress on “next steps” with College and Graduate School of Arts & Science prospects and ensuring that time is being spent with the very best prospects available. Provides actionable, value-added analysis of a variety of data (i.e. portfolio/wealth management), in order to inform strategies on rated College and Graduate School of Arts & Science prospects. This position also provides all variety of administrative, analytical, logistical, project, and executive support to the College and Graduate School of Arts & Sciences team including supporting the day-to-day activities of the office and serving as the first point of contact and liaison with internal and external constituencies. This position also assists with composition and preparation of various correspondence, materials, and administrative reports to internal and external University Advancement constituencies.

Job Description

Essential Functions:

• Proactively partners with College and Graduate School of Arts & Sciences development team to create individual processes to ensure timely action on items required to be documented in Deacon Advancement Database (DAD) (i.e. call reports and portfolio assignment updates), preparation for visits and events and other follow-up items.
• Use DAD to effectively maintain College and Graduate School of Arts & Sciences prospect information, including all related fundraising modules to ensure individual and team goals are being met. Ensures all top College and Graduate School of Arts & Science prospects on the prospect map are actively managed by a member of the College development team or a Wake Community team member.
• Conducts monthly (at a minimum) review of Prospect Plan and Steps report with Sr. Director of Development to ensure execution on all prospect plans. Regularly reviews prospect portfolios with each member of the team ensuring that they contain the best College and Graduate School of Arts & Science prospects available for management.
• Creates and reviews the monthly College and Graduate School of Arts & Science development dashboard report; reviews LYBUNT (last year but not this year) and SYBUNT (some year but not this year) reports for all College and Graduate School of Arts & Science giving as well as other key metric reports with the Sr. Director of Development and fundraising team to monitor progress and help with strategy.
• Manages the gift acknowledgement process for participation level College and Graduate School of Arts & Sciences donors as well as College Board of Visitor (CBOV), Z. Smith Reynolds Library Board of Visitors (ZBOV) and Center for Entrepreneurship Advisory Council members, and other prospects assigned to the Sr. Director of Development
• Serves as a liaison to the Academic Departments of the College for communication to alumni, donors, parents, etc. Create event invitations, event management in Advancement Database, manage guest registrations and communications. Collaborate with Academic Departments of the College and University Advancement Reporting to create and communicate Departmental gifts semiannually to Department Chairs for Department Donor Acknowledgements.
• Manages the budget for the College Development Office – and individual fundraisers, College Board of Visitors, and Library Board of Visitors; follows budgetary procedures, processes expenses for events and travel for the Sr. Director of Development, verifies expenses charged to the office and produces reports on expenditures and projected event expenditures. Troubleshoots budget questions with the FAS office. Prepares journal entries as needed. Analyzes past event expenditures and helps assess potential spending for the current year events.  

• Maintains the College Board of Visitor (CBOV), Z. Smith Reynolds Library Board of Visitors (ZBOV) and Center for Entrepreneurship Advisory Council membership databases, keeps accurate records of employment, cell phones, board and council members, and students’ birthdays, etc. Manages the invitation of new members to the Board of Visitors, including the invitation letters, data collection process for the directory, etc.
• In collaboration with Senior Director, Volunteer Engagement, coordinates assigned details of College Board of Visitor (CBOV), Z. Smith Reynolds Library Board of Visitors (ZBOV) and Center for Entrepreneurship Advisory Council. Develops collegial relationships with all board and council members; provides special assistance where necessary with travel, special dietary needs, etc.
• In partnership with the Assistant Director of Development, help assist and support the development related activities of the Z. Smith Reynolds Library, including bi-annual portfolio reviews and tracking expenses for the ZSR development program.
• Collaborates closely with the College Dean’s office and Dean’s Cabinet on development related activities, including, but not limited to drafting correspondence and providing prospect information and other development support to the Dean of the College, including profile cards, run of show documents for events, and potentially, assistance with travel (together with Dean’s Executive Assistant).
• Communicates externally as appropriate with University alumni and key volunteers.

Required Education, Knowledge, Skills, Abilities:

• Bachelor’s degree.
• Three to five years of experience in a non-profit or academic environment with evidence of specific skills, especially writing, event planning/coordination, organizational, volunteer management and customer service orientation relevant to the position; experience in educational fundraising.
• Strong verbal and written skills, including a willingness to reach proactively out to constituents and colleagues in person, via phone and email.
• Respect for the dignity and abilities of all people.
• Strong organizational and interpersonal skills with an excellent attention to detail and the ability to be courteous and diplomatic in all communications.
• Intellectual curiosity and a desire to engage in research for practical fundraising purposes.
• Research/library/analytical skills, including the ability to use online research tools.
• Strong customer service orientation with ability to communicate and work cooperatively with individuals from diverse backgrounds and cultures.
• Demonstrated ability to maintain confidentiality and adhere to the highest ethical standards.
• Ability and willingness to manage multiple tasks and deadlines in an open environment of frequent interruptions and competing priorities.
• General knowledge of the College, Graduate School of Arts & Sciences and the University, including the specific partner departments and Alumni Engagement office. 
• Ability and willingness to attend events if required and work occasional evening and weekend hours as needed.
• Strong computer skills including proficiency in Microsoft Office programs, Google software, and other relevant software as well as essential internet tools and online databases.
• Proven ability to prioritize and work independently, to work responsibly and to meet deadlines.

Preferred Education, Knowledge, Skills, Abilities:

• Familiarity with a Development/Advancement environment.
• Experience working with prospect/constituent management in a development database.

Accountabilities:

• Responsible for own work.
• May supervise student workers.

Physical Requirements and Environmental Conditions:

Sedentary work primarily involving sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned. No adverse environmental conditions expected.

Note: This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee’s supervisor.

Additional Job Description

Time Type Requirement

Full time

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.  

 

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact AskHR@wfu.edu or (336) 758-4700.