Development Coordinator

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Job description

Current Employees:

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Transforming Lives

The University of Miami is among the top research universities and academic medical centers in the nation, and one of the largest private employers in South Florida.

With more than 16,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.

The Division of Development and Alumni Relations has an exciting opportunity for a full-time Development Coordinator to work in Coral Gables, FL.

The Division of Development and Alumni Relations supports and promotes the mission, purpose, and priorities of the University of Miami through fundraising and engagement by building and nurturing strategic philanthropic relationships to improve and transform the lives of individuals and communities. We are committed to values central to the Division-Service, Gratitude, Trust, and Partnership-which guide our strategic thinking, decision-making, and day-to-day interaction with each other and our stakeholders.

The Development Coordinator will provide centralized support services for the Special Constituencies and Campus Engagement team to maximize fundraising and volunteer management effectiveness and streamline administrative processes. Will interact with a wide range of internal and external constituents; prioritizing and accomplishing multiple tasks and assignments in a team environment; understanding and providing the highest level of customer service; assembling and analyzing complex information or data; coordinating and administration of events, programs, and projects.

Essential Responsibilities:

Team Management:

* Manage daily financial operations for the Special Constituencies and Campus Engagement related accounts. Responsible for assisting in the development of the operating budget, processing, posting and reconciling payments for dues, gifts, and other operational expenses. Process all non-cash donations according to policies and procedures.

* Manage affinity-based scholarships and other fund accounts. Ensure all funds received are properly allocated to the approved University projects and programs. Prepare required budget and financial reports for the leaders.

* Support the administrative process of ensuring scholarships are awarded per affinity guidelines and that awards are recorded in CRM record for proper reporting to community leaders.

* Responsible for creating expense report for Senior Director and reviewing and approving drafts of team's expenses.

* Create, manage and reconcile purchase orders.

* Collaborate with administrative team leads to order and maintain office supplies and other items such as promotional and event supplies.

* Work with Special Constituency and Campus Engagement Directors to ensure websites are up to date.

* Answer phones and provide general office support including calendaring assistance.

* Support the Senior Director with research, scheduling solicitation calls and/or meetings, and entering proposals for solicited gifts.

* Maintain and update prospective membership lists in CRM that includes updating the latest interactions with leaders, event attendance, company information, etc.

* Conduct research of prospective leaders for meetings, briefings, etc.

* Support Special Constituencies and Campus Engagement team with logistics for local/national events, including hotel and flight arrangement, itineraries, processing vendor contracts, reconciliation of RSVP's and subsequent reporting, attendee identification, speaker gifts, and other various program requirements.

* Assist with inquiries and requests from affinity and other specialized electronic mailboxes that require oversight and additional customer service.

Volunteer Relations Assistance:

* Create and manage reports tracking cultivation and solicitation activity for specified volunteer leadership groups.

* Prepare and update onboarding resources annually. Develop a schedule for annual notification of volunteer leadership gift pledge obligation. Ensure all leaders receive a pledge reminder based on agreed upon gift amount, payments, and schedule.

* At the start of each fiscal year, update all internal documents/templates and guidelines to include the CRM system with appropriate leadership board information.

* Manage corresponding listservs and centralize management of data by capturing the information in i-BIS. Update CRM with executive board meetings and other volunteer events.

* Manage print/online directory of volunteer leadership. Responsible for maintaining, verifying, and reporting the accuracy of demographic data and leadership profiles, within the CRM and online directory platform, whenever changes in leadership occur.

Events:

* Provide support as needed in the creation of event materials (invitations, agendas, event timelines, briefing materials, eblasts, etc.). Attend events and assists with set up and day-of troubleshooting.

* Assist in the creation and assembling of materials and reports for the Executive Boards of each volunteer group.

* Prepare follow-up document/emails to cultivate donors and guests attending events.

* Manage the tracking of events to properly capture community participation, attendance, and follow-up in the CRM.

MINIMUM QUALIFICATIONS:

* Bachelor's degree.

* A minimum of one year of professional and/or fundraising experience required. Any relevant education, certifications and/or work experience may be considered.

* Volunteer management experience preferred.

* Excellent command of the English language, both oral and written, superior telephone skills.

* Proficiency in Microsoft Word, Excel, Access and PowerPoint.

* Must be computer literate and willing to learn and apply knowledge of custom database program - CRM/Advance computer system. Must be flexible, know how to prioritize, and be able to work in a dynamic environment.

* Must be able to attend events and meetings as needed, which may include working nights and weekends.

* Have an understanding of engagement, customer service, event planning, and fundraising. Must enjoy working with data, lists, financial records and reports, understand, and utilize the principles of effective events, budget, and records management.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:

Full time

Employee Type:

Staff

Pay Grade:

c103