Foundation Project Coordinator

Job Description

Reporting to the Vice President of Advancement, the Foundation Project Coordinator will coordinate a wide range of tasks, projects, and ongoing initiatives that ensure the success of the Division of Advancement and the MWSU Foundation. Key responsibilities include planning and executing complex on- and off-campus special events; donor engagement and stewardship programs; and documentation and data management initiatives. Handles administrative functions within the Division of Advancement, including preparing financial documents and monitoring budgets. The Coordinator will be responsible for advancing and reporting on all assigned projects; ensuring each is staying on time, on budget, and at a level of quality to perform as intended; and regularly reporting and communicating the status and outcomes of all projects to leaders and stakeholders.

Acting on direction from senior staff, the Coordinator will exercise significant autonomy regarding how to allocate available time and resources to complete each project, and will work closely with top donors, key volunteers, external partner organizations, campus leaders, and external vendors of services, events spaces, catering, collateral materials, and more. For each project, the Coordinator will conduct research, collect information, develop a proposed strategy for achieving the outcomes, confer with the specific Project Leader assigned by the Vice President and Executive Director and execute the approach they approve.

The ideal candidate shall be a dynamic self-starter, talented and positive communicator and collaborator, strategic thinker with high attention to detail, and one who is comfortable successfully balancing multiple high-priority projects. The incumbent must be professional, poised, and act with considerable discretion.

ESSENTIAL DUTIES

• As directed by the manager of a given project or initiative, independently research, plan, and execute programs for the Division of Advancement. Coordinate the implementation of philanthropic advisory councils for academic and other units; support the planning and execution of city-based donor engagement programs; and assist with Presidential events focused on advancement objectives. Support outreach and marketing to planned gift prospects.
• Solicit information from faculty, staff, students, and administrators and develop stewardship content; organize major donor stewardship activities for the planned giving society, the Centennial Circle, and the On Griffon Wings program.
• Coordinate special events for Advancement. This entails scheduling room reservations, developing invitation lists, producing and delivering invitations, tracking RSVPs, selecting catering, arranging parking and security as needed; organizing AV services, agenda, videos, reports or other collateral materials; developing presentations and scripts and run-of-show summaries; securing guests and speakers; arranging seating charts; providing VIP guest services or fulfillment of the special needs of guests; and coordinating the delivery of ongoing strategic communication streams that support these events or activities. Evaluate outcomes and produce after-action reports to document performance and identify areas for future improvement. As directed, ensure events have attracted sponsors by collaborating with solicitors. Assist in the development of event and activity budgets and coordinate with vendors. Coordinate the recognition of sponsors or event hosts. As directed, fulfill similar events duties for the Foundation. Support the planning and execution of the Foundation’s annual donor appreciation event. Support ribbon cuttings, ground breakings, and other unique events as directed.
• Coordinate the volunteer activities of the 24-person Alumni Board. As directed, schedule Board and Committee meetings, socials, and retreats. Coordinate the development and communication of agendas, dashboard reports, and other supporting materials. Produce meeting minutes. Track action items and ensure they are completed. As directed, support the work of each Board committee, including the award and member nominations process. Maintain records of Board activities.
• Coordinate the effective and efficient delivery of alumni services: monitor email accounts and respond to inquiries; coordinate Alumni Association brand programs and membership benefits, coordinate the soliciting of alumni updates and process them; and share alumni news with team members. Coordinate all alumni recognition programs.
• Manage Division of Advancement resources. Welcome visitors to the Advancement Suite; coordinate vendors and contracts; manage vendor delivery of services; track division budget; process financial transactions, including purchasing and reimbursements; maintain supply and equipment inventory, schedule meetings and appointments for the Advancement Directors. Coordinate the selection, editing, routing, and endorsement of donor gift agreements from Advancement to the Foundation. Coordinate Advancement performance reporting and calendars. Manage complex travel arrangements.
• Complete Foundation Process Improvement Initiatives as assigned.
• Establishes and maintain effective relationships with faculty, staff, students, donors, alumni, and vendors.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS and ABILITIES

• Excellent written and oral communications skills, as applied to interaction with coworkers, supervisor, and the general public, etc. sufficient to effectively exchange or convey information, receive work direction, and meet or exceed all performance expectations. Strong writing, editing, proofreading and presentation-creation skills.
• Highly organized self-starter with excellent problem-solving skills.
• Experienced and proficient user of office productivity software, especially Microsoft Office tools.
• Familiarity with the basics of graphic design and layout.
• Solid mathematical and analytical skills. Ability to make financial calculations.
• Strong attention to detail and a track record of meeting deadlines.
• Basic knowledge of or ability to learn fundamentals and best practices in event management.
• Basic knowledge of or ability to learn fundamental fundraising principles and best practices.
• Knowledge of or ability to learn fundamental marketing communications strategies and best-practices.
• Knowledge of or ability to learn the basics of volunteer management.
• Ability to anticipate needs, see opportunities and use good judgment in dealing with confidential information.
• Ability to analyze and review operational procedures, identify problem areas and optimize performance through procedural change.
• Resilient, adaptable, and collaborative team member with a demonstrated ability to effectively manage multiple tasks and adjust effectively to evolving priorities.

Required Qualifications

• Bachelor’s degree, and
• One (1) year of coordinating programs or office operations
• Or an equivalent combination of training and experience to successfully perform the duties of the position.

Preferred Qualifications

• Three (3) years of successful professional office management, project management, event management, or marketing or a PMP (project management professional) certification.

Physical Demands

Light Work. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects.

Additional Demands

• This is entirely on-site position.
• Some nights and weekends are required for special events.
• Some travel will be required for certain special events and professional development opportunities.

Hours of Work

Monday – Friday 8:00am – 4:30pm