Development Coordinator Job in Madison, Wisconsin US
The University of Wisconsin Foundation, the private fundraising entity for the UW-Madison, is seeking an experienced administrative professional to join a team responsible for planning and executing development programs on behalf of the College of Letters Science. Responsibilities include office management, assisting with development and alumni events, prospect and stewardship management, gift fund administration, maintaining records and managing a variety of projects. The development coordinator has significant contact with faculty, staff, alumni, and other donors to the University.
Primary Responsibilities
Office Management
- Respond to routine information inquiries as delegated; direct requests and mail to appropriate staff.
- Draft routine correspondence and memoranda.
- Type, prepare, and distribute committee/meeting packets with input from appropriate personnel.
- Provide support services for committee meetings as appropriate.
- Coordinate the schedule and activities of various Directors of Development.
- Coordinate travel arrangements and reservations as needed.
- Process and file staff expense reports.
- Process check requests.
- Process incoming gifts.
- Manage / maintain files.
- Ensure that the Strategy system is up-to-date.
- Suggest areas for process improvement and assist in making improvements when appropriate.
- Follow action plans and work to achieve identified goals.
- Demonstrate an understanding of organizational administrative policies and processes.
- Provide office management support to Development Directors on an as needed basis.
- Demonstrate a cooperative and courteous manner towards donors, families, and visitors, in person and by phone.
- Proactively collaborates with Directors and others to keep projects moving along efficiently.
- Manage day-to-day office tasks – email, voice mail, etc.
- Use UWF resource database to secure car, permit and a/v reservations.
- Attend regular group and UWF meetings.
- Seek out educational opportunities to stay abreast of evolving UWF systems functionality.
College Relations
- Assist assigned departments and centers when they inquire about funds, primarily reporting to donors, gifts, etc.
- Actively participate in meetings and activities with campus partners that support development-related activities.
- Refine and customize donor lists for special mailings, invitations, honor roll publications, Dean’s Club, Walls of Honor, etc.
- Advise staff on appropriate/beneficial uses/features of Campus Access and online web giving links.
Fund Management
- Know and understand existing funds within constituencies.
- Work with development team in establishing new funds (create MOAs / New Fund Letter documents, fund descriptions, and new fund request), ensuring consistency both within the group, as well as UWF wide.
- Work with constituencies to spend gifts in accordance with donor wishes; annually reviewing unexpended funds (3+ years of income available).
- Maintain documentation detailing changes in status of existing funds.
- Analyze, organize and effectively communicate fund information appropriately.
- Create reports and provide other pertinent information for Directors of Development and/or campus partners to take on donor visits.
- Investigate and resolve fund and gift record keeping issues as they arise.
Fund Administration
- Assist in the management of funds.
- Ensure gifts are properly recorded according to donor wishes.
- Draft New Fund letters and MOAs.
- Run reports on funds.
- Work in conjunction with Finance department on fund disbursements.
- Create new funds according to donor/department wishes.
- Performs any needed follow up activities.
Donor Relations / Stewardship
- Provide DoDs with current fund information for their constituencies to take on donor visits.
- Organize on-site logistics, greet guests, participate in hosting and respond to needs as they arise during campus visits by donors and prospects.
- Research fund activity: gifts, expenditures, purpose of expenditures, etc. in response to donor or other inquiries.
- Assist with Personal Endowment Report process as needed.
- Assist in envisioning and administering stewardship of donors and gifts.
Prospect Management/Prospecting Information
- Assist in the management of activity with top donors and prospects by maintaining contact updates, biographic and gift information, and scheduling appointments.
- Assist Director of Development-Annual Giving with managing a large leadership annual giving portfolio, making contact with prospects, and stewarding donors, with an emphasis on a short gift cycle
- Provide various types of support for procuring major gifts.
- Work with Research to request profile and capacity information.
Gift Acknowledgement and Fund Management
- Create Memoranda of Agreement and New Fund Letters as directed. Manage circulation of fund agreements for proper signatures. Ensure donors and faculty receive final documents.
- Create and send requests to establish new funds / prepare fund descriptions.
- Ensure gifts are properly recorded according to donor wishes.
- Respond to donor and departmental questions regarding gifts.
- Investigate and resolve fund and gift record-keeping issues as they arise.
- Draft acknowledgement letters or use appropriately defined template. Process and print receipt letters.
- Provide notice to respective LS development director of significant gifts posted to his/her constituency funds as reported in the daily Commitments email.
Event Planning/Implementation
- Assist in planning and executing donor and prospect events.
- Create and manage timelines for events.
- Develop and refine attendee lists.
- Assist with invitations, programs, seating arrangements, speakers, and other details.
- Communicate with directors of development about plans and preparation to maximize the event for development purposes.
Data Integrity/Coding
- Tag records for advisory board memberships, faculty/staff identification, dean’s club memberships, etc.
- Ensure fund descriptions are accurate and updated on an as needed basis.
- Coordinate updates of address and other personal information with records management.
Support a service-oriented atmosphere in accordance with UWF mission, values and philosophy
- Adhere to policies and procedures.
- Maintain strict confidence of non-public UWF information.
- Develop and maintain personal competencies.
- Assist in control of UWF resources.
- Seek active participation on a Foundation task force or committee; demonstrate willingness to share expertise and best practices with colleagues.
Qualifications
- High school graduate required. Post high school training, college degree, or equivalent strongly preferred.
- Minimum of 3 years experience in an office setting.
- Requires in-depth knowledge of organizational behavior, excellent oral and written skills and high degree of office management/administrative skill.
- Ability to interact well with people of diverse backgrounds; strong team building skills.
- Microsoft Office experience required with familiarity of the 2007 version desired. Database skills preferred. Ability to learn and use other computer programs.
This is a FT: 37.5-hour/week position, with a starting salary range of $28,000 – $35,000 annually. We offer an excellent work environment as well as competitive pay and benefits. Please send your résumé and a letter of interest by April 6 to:
Mia Kahl
Human Resources Coordinator
University of Wisconsin Foundation
hr@supportuw.org
The University of Wisconsin Foundation is an Equal Opportunity Employer.