Donor Relations Coordinator

3 weeks ago

Honolulu, United States University of Hawaii Foundation Full time
POSITION: Donor Relations Coordinator

Department: Office of Donor Relations

FLSA Status: Full-Time, Exempt

Starting Annual Salary: $50,000.00 commensurate with experience

POSITION SUMMARY

The Donor Relations Coordinator (Coordinator) is a key member of the Donor relations team which is responsible for building a comprehensive and collaborative stewardship program. Reporting to the Director of Donor Relations, the Coordinator will support the team in building upon the program's solid foundation and will work cooperatively with all UH Foundation (UHF) divisional teams and University of Hawai'i (UH) partners, donors, alumni, and other supporters of the UH community to maintain donor relations standards and donor-centric programming across all areas of the University System.

The Coordinator is responsible for the smooth functioning of the Donor Relations team; maintaining and improving procedural effectiveness; coordinating stewardship activities; and providing administrative support, communications, and project management for the Donor Relations team.

REPORTS TO

Associate Vice President, Gift Planning & Donor Development

SUPERVISES:

Student worker(s)

ESSENTIAL FUNCTIONS

Specific responsibilities and performance expectations include:

Responsible for the smooth functioning of Donor Relations to include serving as a welcoming first point of contact and information center for all who contact the Office of Donor Relations, including donors, UH constituents and UHF colleagues, and provide information in an efficient and professional manner.

Manage the entering, maintaining, and retrieving of information from the development database and Donor Relations records.

Prepare stewardship correspondence, acknowledgments, giving histories, and other written communications including the gathering, assembling, and refining of materials and data.

Oversee fiscal matters to include expense reimbursement requests, requisitions, and purchase orders in partnership with the UHF Fiscal Services team.

Responsible for timely and appropriate acknowledgements on behalf of the UH Foundation CEO, President of UH, UHM Provost, AVP of Gift Planning & Donor Development, and others as assigned.

Responsible for the notification of memorial gifts, in-honor-of gifts, and gifts to named funds.

Manage key processes including monthly pledge reminders, donor bios, Annual Report process and distribution, Endowment Report distribution, Thanksgiving cards, donor surveys, and other annual mailings such as the Scholarship Impact Report.

Manage the distribution of key stewardship touches such as the Annual Report and Thanksgiving cards.

Assist with the Endowment Report process, including assistance with the Impact Reports process for endowed and expendable funds that have beneficiaries.

Manage and complete special projects as requested including the research and preparation of communications, correspondence, reports, and other materials as required.

Obtain a working knowledge of UHF's organizational operations and policies to ensure appropriate decision-making protocols are followed.

Assist the Associate Vice President in preparing, managing and analyzing the office's annual budget.

Manage and complete special projects as requested including the research and preparation of communications, correspondence, reports, and other materials as required.

For all Donor Relations events, work in partnership with fundraising professionals and the UHF Special Events Team.

Other responsibilities as assigned.

EVALUATION

The Coordinator will meet annually with their supervisor to develop goals for the coming year. An annual review will review progress toward the annual goals.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Minimum of 3 years of progressively responsible experience in an administrative capacity in a corporate, educational, or non-profit organization, with proven success in the following:

Bachelor's degree required

Professional, self-starter and team player

Highly organized, able to multi-task and work independently without need for day-to-day supervision of the responsibilities of the position.

Ability to respond to high pressure situations.

Proficient in Microsoft Office and database and records management

Strong written and verbal communications and interpersonal skills

Sensitivity to confidential information

Broad-based knowledge and skills related to advancement and fundraising in higher education and a high degree of interest in and commitment to higher education and philanthropy.

High level of customer service, attention to detail, exceptional follow-through

Strong project management and organizational skills

Demonstrated analytical and strategic thinking capabilities.

Ability to listen and respond to donor needs.

Ability to work effectively in a large complex, dynamic organization balancing competing priorities.

An understanding of the importance of stewardship and donor recognition in a nonprofit environment.

Must reflect and represent the Foundation's values which are Teamwork, Accountability, Service, Trust, Integrity and Excellence

WORKING CONDITIONS

Based at the Walter Dods, Jr. RISE Center at 1810 University Avenue, Suite 300, Honolulu, HI 96822, the Coordinator will work primarily in an office environment and will need to sit or stand for extended periods while either working at a computer, attending a meeting, or performing desk work. Employee must have a valid driver's license and acceptable driving record or have an acceptable mode of transportation. The employee will need to work some weekends and evenings and be able to work to the demands of the position, which may exceed a 40-hour work week.

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