Development Coordinator, Donor Relations & Annual Giving

Payroll Title: ADMIN OFCR 2 CX (004263)

Job Code: 004263

Job Open Date: 10/28/24

Application Review Begins: 11/13/24

Department Code (Name): DEVL (Development)

Percentage of Time: 100%

Union Code (Name): CX

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $30.04 - $32.35/hr. The full salary range for this position is $30.04 - $49.21/hr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.

Work Location: Phelps Hall - 1119

Working Days and Hours: Monday - Friday; 8am - 5pm

Benefits Eligibility: Full Benefits

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The UC Santa Barbara Office of Development blends the strengths of both a centralized and a decentralized operation. Although all development officers report to the Associate Vice Chancellor for Development or his/her designee, some are dedicated to specific schools and units, working hand-in-hand with Deans, Directors and faculty to secure private support. Additional development officers focus on specific regions of the country and/or are dedicated to increasing involvement by alumni, parents and friends. A strong central core initiates programs, or provides guidance and expertise, in foundation relations, planned giving, capital projects, donor stewardship, The UCSB Foundation and other areas of specialization. An integrated tracking and coordination system ensures a collaborative and smooth working environment, all aimed at enhancing UC Santa Barbara's attractiveness to, and involvement with, the private sector.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC and why You Belong at UC.

Brief Summary of Job Duties:

The Development Coordinator serves as a key analyst and administrative support for Donor Relations & Stewardship and Central Annual Giving, including project management; research, analysis and writing in support of a wide variety of donor relations and departmental fundraising initiatives. The Development Coordinator possesses a diversified set of responsibilities ranging from data management to externally interfacing with donors. The employee is charged with handling recurring DRS and telefund processes such as data pulls for monthly and weekly programs, coding and mailing assembly; responding to the needs and concerns of donors; investigating and solving inquiries from internal staff and stakeholders; coordinating event logistics; managing budget and expenses; and assisting development officers with their travel logistics (as applicable). Additionally, the Development Coordinator serves as the payroll and personnel coordinator for the annual giving telemarking student employees, serving as the UCPath primary initiator for an annual average of 15-25 student employees. Under the dotted line supervision to the Director of Development, Telefund, responsible for the preparation of necessary payroll paperwork, reports transactions on-line, and reviews payroll to assure proper posting of payroll activity for all telefund student employees. The Development Coordinator must possess superior verbal and written communication skills. The employee fields all internal and external inquiries and concerns, demonstrating diplomacy in all interactions. The employee is adept at listening to inquiries/concerns, researching answers and, at times, problem-solving. The Coordinator possesses strong organizational skills, managing multiple projects at once and advancing each of them at their respective stages. The employee pays close attention to details which include but are not limited to: donor and staff naming conventions; donor preferences; event logistics; budget/price concerns; idiosyncrasies of funds and their recognition. The Coordinator is responsible for housing this knowledge and managing data in an organized fashion. As part of the Donor Relations and Stewardship and Central Annual Giving teams, the Coordinator partners with development officers, analysts and student assistants on a daily basis. The employee communicates relevant information with the team on a daily basis and often collaborates on a number of projects (as needed).

#LI-KA1

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training
• 1-3 years Strong organizational skills and unfailing attention to detail and accuracy.
• 1-3 years Demonstrating excellent interpersonal communication and customer service skills are required, as is the ability to maintain confidentiality and act with discretion.
• 1-3 years Demonstrated experience using excellent computer skills including proficiency in Word, Excel, Google Suite and demonstrated ability to quickly learn various software programs and application portals.
• Ability to work independently as well as part of a team.

Preferred Qualifications:

• 1-3 years Experience with Advance database.
• 1-3 years Experience with UC's accounting, purchasing, travel and entertainment policies and procedures.
• 1-3 years Familiarity with Regental and UCSB Foundation gift policies.

Special Conditions of Employment:

• May be called upon to work occasional evenings and weekends at various Development Office, Institutional Advancement or campus-wide events
• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

• 20% Project Management & Strategic Development - - Designs and implements detailed organizational systems to facilitate internal workflow and external DRS practices. - Develops planning tools, reports, presentations, and trainings to enhance team building and address the business needs of the overall fundraising operation. - Works collaboratively with Advancement Services to ensure the data integrity of prospect information, suggest enhancements, and develop new reporting. - Synthesizes material from multiple sources, compiles and edits into coherent, accurate and concise profiles and summaries, using established standards of style, grammar and content. - Effectively anticipates and performs multiple support tasks, recognizes and solves problems, facilitates a wide variety of requests for assistance, and manages time effectively with shifting priorities and deadlines. - Serves as the primary 'concierge' to donors; responds to requests and inquiries in a punctual and professional manner. - Resolves problems and responds to inquiries from colleagues and campus partners.

• 25% Data Reporting & Management - - Works independently with donor, prospect, fundraising and gift data retrieved from the Advance database. - Pulls recurring reports with raw data, organizes, analyzes and codes the data using a set of internal policies and procedures. - Utilizes Excel to create, produce, share, organize and analyze relational data such as gifts processing documentation and past giving history data. - Manages multiple Excel spreadsheets that track the scope of donor retention programs, donor benefits, acknowledgements, gifts, invitations and other stewardship related information. - Maintains the integrity of donor information including changes and fixes in the Advance database. - Prepares donor reports for Director(s) the include data analyses based on giving histories and biographical information. - Creates reports for the Team, reviews current and past reports and makes recommendations for follow up with donors. - Produces tailored gift reports and background data from the Advance database for use in meetings with senior administrators - Develops new analytical reports that provide accurate projections of gifts in the pipeline and demographic snapshots of prospect pool. Prepares and distributes prospect management reports. - Analyzes and formats complex donor gift data retrieved from the Advance Database to provide comprehensive information and reports that assist the Telefund achieve its goals. - Training on use of Advance, RuffaloCody's Engage, and UCSB's Institutional Advancement database system, is provided internally. Acquired proficiency is required.

• 20% Donor Stewardship & Gift Fulfillment - - Daily management of donor and gift information. - Timely and accurate acknowledgment of gifts, including development and editing of content, collateral and mailing assembly, monthly data pulls for program mailings, etc. - Independently oversees stewardship efforts within the telefund in order to increase donor fulfillment rates and increase overall donor participation. - Manages central pledge reminders, including for donor relations and telefund. - Manages matching gift communications for telefund donors. - Handles giving society benefits.

• 10% Payroll Personnel Coordination - - Manages monthly payroll paperwork, enters transactions on-line using UC Path and Kronos, ensures all hiring and separation practices conform with UC policies and procedures, and maintains personnel files for all student employees (15-25 student callers annually on average).

• 10% Event Coordination - - In coordination with Sr. Director/Directors, plans, prepares and executes donor recognition events by making entertainment arrangements, or may coordinate and oversee these activities through the Central Development events planning staff. - Prepares all materials related to events including briefing documents, name tags, signs, gifts, schedules and other related items. - Orders all necessary items for event preparation including but not limited to: catering arrangements, entertainment invoices, donor gifts, invitation materials, tableware, decorations, food and beverage items (if not catered). - Serves as the primary RSVP tracker and manager of event logistics. - Supports Development and campus-wide events on an as-needed basis.

• 15% Administrative & Logistical Support - - Represents the Directors in their absence. Discretely and professionally handles sensitive information and complies with all appropriate UC Santa Barbara policies and procedures. - Makes travel arrangements for Development Officers including airline, ground transportation, and hotel reservations, etc. - Completes and processes all university forms for travel and entertainment, including approval requests, advances, vouchers and check requests adhering to UC policies, procedures and regulations. - Charged with managing purchases including office supplies, donor recognition items and other related materials via Gateway and FlexCard transactions. - In coordination with the Directors, tracks budget and reimbursements, monitors expenses against established budget and brings discrepancies to the attention of the Directors and the Business Manager. - Supervises student assistant(s) and hires for replacement as needed. - Coordinates student assistant's schedule and workflow, including training and project management at the Director's direction. - Must be adept at assessing priorities and resolving conflicting requests. - Must be up-to-date with a wide variety of issues and activities and understand their connectivity, confidentiality, sensitivity and priority.

UC Vaccination Programs Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information:

UC Santa Barbara COVID-19 Information

University of California Policy on Vaccinations

* Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement
UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For more information:

University of California's Affirmative Action Policy

University of California's Anti-Discrimination Policy

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