JOB TITLE: Development Coordinator
DEPARTMENT: Directors Office/Office of Development
REPORTS TO: Director of Friends Programs
Reporting to the Director of Friends Programs (the “DFP”), the Development Coordinator provides a wide range of high-level administrative support including calendar management, data management and reporting, project support, gift processing, prospect management, travel support and a range of administrative tasks. Under direct supervision, the Development Coordinator will provide administrative and routine support to fundraising programs and activities. The Development Coordinator will work with front-line fundraising staff, donors, volunteers, and other Institute colleagues to assist in establishing and maintaining relationships with all of the Institute constituencies. In addition, the Development Coordinator will undertake research on individuals, corporations, foundations and institutions using internal files, donor databases and internet search engines and resources, investigating the history, status and accuracy of recorded gift commitments and gift acknowledgments as needed.
Essential Job Duties
Administrative Management (50%)
- Coordinate, plan and schedule DFP’s complex calendar and resolve scheduling conflicts with limited consultation.
- Prepare agendas, take meeting minutes, secure conference rooms and track post-meeting follow-up as needed.
- Provide full administrative support and management of Friends Program, Friends Executive Committee, and any other Board and committee meetings.
- Organize and manage electronic file platform for DFP and Development team.
- Coordinate mailings to prospective and established constituents.
- Verify and process financial reimbursements for DFP and Development team.
- Order, catalog and maintain inventory of office supplies and promotional items.
- Track key dates and deliverables across the Development department and Institute.
- Build a network of relevant contacts and stay informed of current Institute initiatives and activities.
Prospect/Donor Data Management (30%)
- Generate and manipulate complex reports utilizing the Institute’s development information systems, including running queries on Raiser’s Edge database to extract relevant data subsets.
- Compile and gather data; prepare and code reports which may include statistical information.
- Retrieve, review and update information about prospects and donors; assist in drafting comprehensive individual prospect briefings; record, process and disseminate gift information as appropriate; research donor and gift inquiries.
- Assist in the design, publication and production of development fundraising materials (i.e., general correspondence, appeals, endowed gift acknowledgements, proposals and stewardship reports).
Event Support (10%)
- Ability to work nights and weekends as needed.
- Event management; support Development Team Directors in planning, implementation and coordination of events not supported by the Institute’s Events department. May include coordination of event planning meetings, review of attendee lists to ensure strategic attendance, tracking attendees, catering, reservations and on-site support (i.e., attendee check-ins, set-up and event parking).
- Partner with internal Events Department and assist with tracking high-level action items and participate in pre- and post-mortem event meetings.
Other duties as assigned by the Director of Friends Programs (10%)
- Bachelor’s Degree required.
- Two year's experience in a university or executive setting.
- Commitment to fostering a diverse and inclusive workplace.
- Meticulous attention to detail, ability to work efficiently, achieve goals and meet deadlines.
- Ability to proactively take ownership of tasks and projects to ensure timely completion.
- Ability to understand and identify how discrete tasks within larger departmental projects align with the broader scope of priorities at the Institute.
- Excellent written and verbal communications skills.
- Strong computer software skills including MS Office: Word, Excel, Power Point, Access.
- Knowledge of databases and network information systems.
- Customer service focused; strong listening skills and understanding of customer’s needs, with a commitment to proactively responding to those needs in a consistent and timely manner.
- Collaborative, innovative and creative.
- Experience using Raiser’s Edge.
- Must be able to remain in a stationary position for prolonged periods of time.
- Occasionally moves objects weighing up to 20 pounds across campus for various needs.
The Institute for Advanced Study retains the right to change or assign other duties to this position.
To perform this role successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
Please note that proof of COVID-19 vaccination is required to work at the Institute.
Individuals are eligible to request an accommodation based on a medical exemption or profession of sincerely-held religious beliefs.
The Institute for Advanced Study is an equal opportunity institution encouraging a diverse pool of applicants. We believe in the inherent value of diversity and equal opportunity, recognizing that a truly diverse workforce will bring a wider array of perspectives, as well as more innovative and effective solutions, to the organization. As a community dedicated to intellectual inquiry, we are resolutely committed to the values of diversity, equity, and inclusion. We offer a competitive salary and benefits package which includes subsidized health and dental insurance, an excellent retirement plan, and a generous paid time off program.