Development Coordinator

What makes Occidental special? An intellectually rigorous academic environment. Small classroom settings where students collaborate with professors and their peers while pursuing or discovering their passion. A beautiful residential campus that offers students hands-on engagement with the cultural and intellectual resources of Los Angeles. A community open to stimulating conversation and divergent points of view. Some 2,100 students from 46 states and 28 countries choose from 41 majors and minors and participate in one the country’s top undergraduate research programs. Oxy students routinely win top awards and fellowships; its first Rhodes Scholar was named in 1907. Dedicated to excellence and equity, Occidental also is one of the country’s most economically diverse campuses, according to the New York Times. Some 71 percent of Oxy students receive some form of financial aid; 20 percent are Pell Grant recipients; and 19 percent are the first in their family to attend college

Title: Development Coordinator

Department: Institutional Advancement Mgmt.

Duration: Indefinite

Employment Status: Non-Exempt, Full-Time, 40 hours per week

Job Summary

Reporting to the Assistant Vice President of Development, the Development Coordinator provides comprehensive administrative and operational support to the Development team, with primary responsibility for supporting the Assistant Vice President of Development. The coordinator manages executive scheduling, travel, expense reporting, and Salesforce data, while ensuring the efficient day-to-day operation of the Development office. Serving as the first point of contact for donors, alumni, trustees, faculty, and campus leaders, the Development Coordinator delivers professional customer service and maintains accurate donors and prospect records. The coordinator collaborates across the Institutional Advancement (IA) team to support office operations, coordinate meetings, prepare reports, and assist with donor cultivation and stewardship events that advance fundraising priorities.

This position is represented for purposes of collective bargaining by SEIU.

Upon successful completion of the onboarding period, this position offers the flexibility to work remotely for up to two days per week.

Job Duties

• 50% - Support to the Assistant Vice President of Development - Provide comprehensive administrative support to the Assistant Vice President of Development, ensuring efficient daily operations, effective time management, and accurate administrative and financial processes. Manage the Associate Vice President's complex calendar by scheduling meetings, conference calls, and virtual appointments, while proactively identifying and resolving scheduling conflicts. Coordinate meeting logistics, including room reservations, Zoom setup, catering, audiovisual requirements, agendas, and meeting materials, in collaboration with Facilities and Hospitality. Arrange business travel and prepare itineraries, donor briefings, and other travel-related materials. Process expense reports, travel reimbursements, credit card reconciliations, and vendor invoices in accordance with institutional financial policies and procedures. Maintain accurate, confidential donor and activity records in Salesforce, ensuring data integrity and compliance with Institutional Advancement policies and procedures. - (Essential)
• 30% - Development Team Administrative Support - Provide administrative and operational support to the Development team, ensuring efficient office operations, coordinated activities, and exceptional service to internal and external constituents. Coordinate department calendars, team meetings, and schedules to support fundraising initiatives, campaigns, and events. Assist in preparing donor materials, including briefings, presentations, and other stewardship and solicitation materials. Support the planning and execution of meetings, including Frontline Fundraising Team meetings, Institutional Advancement (IA) All-Staff meetings, and Parent Council meetings, by coordinating logistics, preparing materials, and assembling donor gifts. Maintain accurate Salesforce records, assist with data entry and reporting, and ensure compliance with data management policies and procedures. Process department invoices and expenses and prepare financial reports using institutional financial systems. - (Essential)
• 20% - Office Management and Administrative Operations - Ensure the smooth and efficient operation of the Institutional Advancement (IA) office by managing administrative processes, maintaining shared spaces, and supporting a productive work environment. Support IA signature events, campus activities, and constituent engagement opportunities by assisting with event logistics and serving as a college ambassador to alumni, parents, donors, and other supporters. Collaborate with the IA Executive Assistant and departmental coordinators across Institutional Advancement to support division-wide initiatives, communications, and operational needs. Serve as a professional point of contact for staff, donors, alumni, and other constituents by responding to phone calls, emails, and general inquiries. Perform general office administrative functions, including maintaining digital filing systems, distributing mail, supporting gift processing, and coordinating print production. Oversee daily office operations by maintaining office supplies, coordinating work orders, organizing shared spaces, and ensuring office readiness during regular business hours. Provide general administrative support, including coordinating office logistics, managing mail and documents, and arranging resources for IA staff. Complete special projects and perform other administrative duties as assigned in support of Institutional Advancement priorities. - (Essential)

Minimum Qualifications

• Bachelor’s degree in liberal arts or a related field, or an equivalent combination of education and experience.
• Three years of administrative experience. Experience using and maintaining a CRM system.
• Exceptional proofreading, editing, and formatting skills with keen attention to detail for executive-level presentations and documents.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Canva, or any combination of productivity programs applicable to position responsibilities.
• Demonstrated ability to be detail-oriented and thorough; ability to handle a wide variety of tasks with efficiency and accuracy; strong commitment to a quality work product.
• Demonstrated ability to effectively communicate verbally, in writing and electronically. Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies.
• Demonstrated commitment to justice, equity, inclusion & diversity.
• Ability to adapt to and perform effectively in a high-volume, high accountability environment with multiple and changing priorities.
• Ability to maintain confidentiality when administering donor records and strategies.
• Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner.
• Ability to self-motivate and work independently.
• Ability to work effectively and professionally across functions, disciplines, levels, and with diverse groups.

Preferred Qualifications

• Experience in a college or university setting, Experience in project management and use of AI to simplify systems, experience with a constituent relationship management (CRM) system (e.g., Salesforce).

EXPECTED HIRING RANGE: $20.19/hr-$26.00/hr

If you are offered this position at Occidental College, your final base salary compensation will be determined based on factors such as skills, education, experience, and/or geographic location. In addition to those factors, Occidental complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer. Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth. We also offer a generous compensation and benefits package.