About the Job
The Program Coordinator serves as a primary critical partner to the Dean’s Office and the Lead Development Officer (LDO) in the management of the CCAPS development portfolio, college-wide initiatives, and community collaborations. This role is designed to ensure that fundraising strategies, reporting requirements, and college and community collaborative efforts are executed with precision.
The coordinator is a self-starter who co-manages project plans, Dean’s Office administrative functions, reporting, and serves as a partner in facilitating requests between the unit, college, and the University of Minnesota Foundation (UMF).
Location and work environment: This is a hybrid position, up to 4 days may be required in person on campus located at 201 Coffey Hall.
Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.
Priority Deadline Note: The application review will begin on June 11, 2026.
Primary Responsibilities
Portfolio & Project Coordination (50%)
- Workflow Optimization: Maintain comprehensive project plans for the fundraising cycle, donor strategies, events and meetings.
- Deadline Oversight: Manage upcoming proposal deadlines, stewardship report due dates, and gift agreement milestones to ensure 100% compliance.
- Portfolio Tracking: Conduct weekly reports from DMS for upcoming meetings, milestones, and metric tracking.
- Meeting Support: Lead the preparation for donor visits, college-wide meetings, community convenings, and events by building robust briefing packets, coordinating with faculty subject matter experts, and managing post-visit "action items" to ensure timely follow-up.
Administration/Management (20%)
- Calendar Management: Provide executive calendar management for the Dean, ensuring alignment between philanthropic engagement, college, and university commitments.
- Travel Logistics & Expense Reporting: Coordinate all travel logistics and budget reporting for the Dean’s Office, adhering to University of Minnesota financial compliance standards.
- Dean’s Office Operations & Point of Contact: Manage the day-to-day office operations for the Dean’s suite. Serve as the main point of contact for internal and external inquiries for the Dean’s Office.
Event & Programmatic Coordination (15%)
- Event Planning and Support: Project manage high-touch donor events (e.g., Dean’s dinners or corporate partner summits) and oversee everything from budget tracking and vendor contracts to the final run-of-show. Work across CCAPS departments to support college-wide initiatives and events.
Analytics and Reporting (10%)
- Data Reporting: serve as the primary report generator from UMF systems to create visual dashboards for the LDO and CCAPS Dean, tracking progress against annual and campaign goals.
- Systems Liaison: Serve as a secondary point of contact for UMF Central, navigating systems workflows.
- Compliance & Documentation: Ensure all donor records, contact reports, and solicitations comply with legal and ethical guidelines at the university.
Donor Reporting & Impact Stewardship (5%)
- Customized Reporting: Manage the calendar for donor impact reports. Coordinate with CCAPS program directors and finance department to gather data and other requests.
- Gift Agreement Management: Manage gift agreement process and serve as a gift administration partner for the finance team. Supporting the LDO in ensuring that funds are being spent according to donor intent and that reporting and data requests are met.
- Acknowledgement Project Lead: Develop and implement an acknowledgement system that goes beyond "thank you" notes to include milestone updates and personalized touchpoints for major donors.
Qualifications
Required Qualifications
- BA/BS plus at least two years of experience.
- Executive Support: Two years of executive administrative experience, with experience in project coordination, communications and detail-oriented planning.
Preferred Qualifications
- BA/BS and five years of related experience.
- Project Coordination: Three-plus years of experience in project coordination, executive support, or development. Experience with project management software (e.g., Asana, Trello, or Smartsheet) is highly preferred.
- Event Management: Experience planning and executing event logistics.
- Data Reporting: Ability to learn and use commonly used CRM systems and generate reports.
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