"Donor Relations Coordinator"

Priority Duties and Responsibilities:

1. Direct logistics for a wide variety of acknowledgment letters and stewardship reports, including design / layout
2. Fully utilize the College’s information and reporting system (Salesforce)
   • Perform current and consistent data entry and lookup with information regarding funds, donors, gifts, reportees and beneficiaries.
   • Run routine (e.g., birthdays, fund use/impact, gifts above a certain threshold or for a specific department) and ad-hoc (e.g., events) reports.
   • Ensure proper documentation of all correspondence within the system.
3. Maintain and update the physical memorials and named spaces database.

General Duties and Responsibilities:

1. Direct logistics for a wide variety of acknowledgment letters (e.g., presidential acknowledgments, in memory of and in honor of notification letters) and stewardship reports (e.g., endowment reports, individual fund impact reports, professorship and directorship reports, scholarship, research, and internship thank you letters), including:
   • Pulling lists for each project from the database and ensuring accuracy of information used.
   • Merge, design, and / or layout reports.
   • Print and mail or coordinate emailing stewardship communication pieces.
2. Fully utilize the College’s information and reporting system (Salesforce), including:
   • Perform current and consistent data entry and lookup with information regarding funds, donors, gifts, reportees and beneficiaries.
   • Run routine (e.g., birthdays, fund use/impact, gifts above a certain threshold or for a specific department) and ad-hoc (e.g., events) reports.
   • Ensure proper documentation of all correspondence within the system.
   • Work closely with Advancement Services to ensure accurate and efficient reporting functions that help to advance Donor Relations strategic goals.
   • Collaborate with Advancement Services, verify data accuracy, troubleshoot problems with reports, and work to enhance reports to produce the most meaningful data possible.
3. Maintain and update the physical memorials and named spaces database. Coordinate with facilities and the arboretum to maintain/repair structures as necessary and coordinate with vendors to ensure proper labeling of all named structures/spaces.
4. Support the director and team members by:
   • Maintaining awareness of upcoming tasks and events
   • Scheduling appointments and meetings for the director; reserving meeting spaces.
   • Administering the office budget for the director’s review, including processing of payments and monthly reconciliation
   • Documenting processes, policies, and procedures.
5. Assist with event logistics as needed in collaboration with Advancement & Presidential Events with an emphasis on donor-related events.
   • Proactively identify constituents to be invited, guided by the defined purpose of the event, and create lists, working with Advancement Services and Gift Officers as necessary.
   • Coordinate with Communications and Advancement & Presidential Events to design, print and mail invitations and/or email correspondence.
   • Track RSVPs and special requests; assist with seating arrangements and assist in follow-up communications (e.g., thank you notes from the President).
   • Assist in sourcing event venues for presidential travel events.
   • Assist the Director of Advancement and Presidential Events to coordinate with Events Office and outside vendors/freelancers for A/V needs, catering, set up, music, lighting, floral, photography, parking, lodging, transportation, etc.
   • Attend events as needed to ensure smooth execution (may include travel to metropolitan areas such as New York City and Boston for the evening or in preparation); troubleshoot as necessary.
6. Assist with other projects, initiatives and office tasks, as needed.