| Detailed Description: |
The coordinator will provide both general administrative operations support and project-specific support to the Office of Development and Alumni Relations for donor/alumni/student outreach, engagement, cultivation, and stewardship. Maintains confidentiality and uses tact/diplomacy on a regular basis. Contributes to and supports a harmonious work environment in which teamwork and collaboration across all areas of the law school, the university, and the community are essential. This position serves as the central clearinghouse for all law school departments, ensuring the infrastructure supports and Dean’s philanthropic priorities.
Duties and Responsibilities:
Donor/Alumni/Student/Community Outreach
- Schedule, confirm, and coordinate meetings with alumni/donors/prospects to meet with the Dean, Vice Dean, Faculty members, Assistant Dean of Development & Alumni Relations and Director of Alumni Relations; provide agendas, supporting documents, collateral materials; action items, and follow-up.
- Coordinate the Dean’s attendance and the attendance of university officials at development and alumni relations events and programs.
- Make travel arrangements and itineraries for Development and Alumni Relations staff and the Dean including air travel, rental cars, lodging, restaurant reservations, meeting locations, directions, and maps.
- Prepare donor and constituent prospect briefings for meetings and events.
- Provide onsite support and staffing for law school events and programs as needed.
- Prepare and produce regular reports and documentation in advance of MGAE, Prospect Management, Dean’s, Department, Board of Visitors, Board of Visitors Steering Committee, Law Alumni Board, Campaign Committee, and Board of Trustees meetings.
- Development Support: track and audit student scholarship accounts, interact with Law School Financial Aid to update and/or create yearly student application materials, update scholarships on the website, and manage the annual Scholarship Appreciation Luncheon.
- Manage donor agreement templates and support the Development team throughout the drafting process associated with agreements to establish various philanthropic funds, accounts, and allocations, including gift agreements, pledge agreements, memorandums of understanding, and similar agreements. This includes researching and gathering relevant information associated with the agreements. Engage in internal and external administrative work associated with the agreement-writing process.
- Provide major and leadership gift follow-up support associated with law school fundraising campaigns, including comprehensive and capital campaigns.
- Assist the Development team in preparing pledge agreements for donors and packaging fundraising proposals for submission.
- Send communications to the Board of Visitors and Law Alumni Board.
- Prepare pledge agreements for donors and package all fundraising proposals for submission.
- Provide support to donors, prospects, alumni, students, and scholars.
- Provide ongoing logistical support with event space reservations, catering, and parking, Give Campus event creation, registration, giving designation, RSVP tracking, event posting, email and print invitations, Cascade website creation, event attendance reconciliation, etc. for Mock Interviews; Diversity Reception; Mentoring Program Kick-Off Reception; Law Firm Challenge thankKick-Off Reception; Padres Owners Box VIP event; Milestone Reunions; Careers in the Law; Distinguished Alumni Awards; Bar Swearing-In; Dean’s Holiday Party; Big Give Bash;; Bar Swearing-In; Student Organization Fundraising events; Holiday Party for Leadership Board; Leadership Appreciation Celebration; Regional Alumni events; and more. Events with sponsorship or underwriting components will also necessitate logistical support from this role.
- Assist with processing scholarship recipient thank you letters, communicating with students to ensure scholarship donors have received annual thank you notes, preparing cover letters, merging segmented language into the documents, and mailing endowment reports to donors.
- Become proficient with campaign software, Development data entry, and fundraising reports to aid with donor solicitations, meetings, portfolio hygiene maintenance, and meeting preparation, one-on-one meetings with Campaign Executive Committee (CEC), and Law School Fundraising and Philanthropy Committee efforts.
- Coordinate Scholarship Appreciation Luncheon invitations and RSVPs for the School of Law.
- Draft documents tailored to donor prospects and interests, including historical data for specific areas, such as clinics, scholarships, professorships, and centers/institutes.
- Query, generate, and upload alumni/donor records and email reports to Salesforce Affinaquest for complete integrity in donor information and preparation for direct mail campaigns as well as regional events, the Big Give, Torero Tuesday, Campus-wide Campaigns, Law School Capital Campaigns, Law Firm Challenge, Milestone Reunions, etc.
- Create and release email invitations/solicitations in Salesforce Lightning Email, and Give Campus, or comparable mass email system for Office of Development and Alumni Relations events and giving appeals/campaigns.
- Maintain Continuity Plan for the Office of Development and Alumni Relations.
- Support the Development Team in gathering donor-centric stories and firsthand experiences for the law school’s monthly newsletter, The Docket; the law school’s annual magazine, The Advocate; Donor Impact Reports; Stewardship Reports; and similar correspondence related to discovery, cultivation, solicitation, and stewardship efforts on behalf of the law school.
- Update alumni and donor electronic display board (two) in Warren Hall, promoting events, programs, and alumni/student successes.
- Post alumni/donor/student news stories and photos to My Postings and on social media.
- Conduct alumni metrics and data analysis relevant to philanthropy, stewardship, cultivation, discovery, and solicitation strategies.
- Provide support for Law Firm Challenge including maintaining firm rosters, updating individual and firm records in Advance, data pulls, Cascade website updates, email communications, and scheduling.
- Collaborate in developing ongoing strategies to enhance donor stewardship. Engage in high-touch, scalable stewardship with attention to detail and creativity. Coordinate with the main University to tie together stewardship resources with the entire campus and leverage available resources to benefit the law school’s Development program.
- When called upon to do so, provide support for Law Firm Challenge, including maintaining firm rosters, updating individual and firm records in Salesforce Affinaquest, data pulls, Cascade website updates, email communications, and scheduling.
- Update Board of Visitors and Law Alumni Board rosters, contact information, biographies, handbooks, calendars, and websites. Schedule Board of Visitors and Law Alumni Board meetings including room reservations, parking, food, handouts, and RSVPs, providing logistical support prior, during, and after the meetings.
- Contribute to plans and ideas for expanding or originating critical programming through intentional, regular engagement with recent alumni of USD School of Law by serving as an additional contact for Milestone Reunion fundraising efforts by assisting the Development team in their work with reunion committees to formulate effective fundraising plans
Project Management
- Coordinate direct mail projects involving mass solicitations, stewardship mailings, donor communications, and Milestone Reunions.
- Coordinate mail house/print projects with University Copy and outside vendors including pledge reminders, direct mail appeals, holiday/memorial/birthday cards, and milestone reunions.
- Help with photo and video shoots relevant to fundraising efforts for the Office of Development and Alumni Relations constituents. Accurately accept, process, acknowledge, and track sponsorship and underwriting payments.
- Process life insurance payments.
- Process and track event registration and sponsorship payments.
- Assist with the Development, periodic review, and update of Cascade website content for the Office of Development and Alumni Relations, as well as Scholarships.
- Maintain coordinated Office of Development and Alumni Relations calendar in Google.
- Other projects as assigned and prioritized by the Assistant Dean and Directors.
Data Management and Maintenance
- Adhere to the budget for the Office of Development and Alumni Relations by processing expense and mileage reports through Concur—in a timely fashion.
- Ensure appropriate budget allocation and line-item reconciliation of all Office of Development and Alumni Relations expenses, reconciling monthly and initiating corrective budget transfers when needed.
- Manage the sponsorship/event registration revenue account for the Office of Development and Alumni Relations, reconciling monthly.
- Maintain and update contact information, including contact information for all constituents in Salesforce/Affinaquest, including updates from returned mail, email bounce backs, and information from periodic fundraising communication.
- Proactively conduct research to locate/edit contact information in Salesforce/ Affinaquest for accuracy and efficiency in communicating with donors and prospective donors.
- Code Volunteers, Committees, Affiliations, Events, and Participation in Affinaquest Database to enhance segmented fundraising efforts.
- Enter contact reports for meetings, calls, correspondence, events (virtual and in-person), and interactions in a timely fashion.
- Generate Affinaquest database reports as requested by the Office of Development and Alumni Relations and other law school departments.
- Utilize Give Campus, and Affinaquest software to include, track, and record all information relevant to donor interaction, discovery, cultivation, solicitation, and stewardship efforts.
- Create PowerPoint presentations, incorporating the most current presentation elements and technology to extend Development efforts.
- Support Development procedures to update student lists/records from the Registrar’s Banner database.
- Utilize Canva for digital and print design projects.
- Utilize ThankView for video communications with donors and alumni.
General Office Support
- Be flexible to meet the demands and priorities of the Office of Development and Alumni Relations.
- Ensure phone coverage during office hours from 8:30 a.m. to 5:30 p.m.
- Serve as the first contact for walk-ins, telephone, and email inquiries; refer inquiry to appropriate team members when necessary.
- Monitor “lawdev” and “lawalum” email inbox accounts and direct messages to appropriate individual and department.
- Demonstrate professional communication with relevant USD departments, including University Advancement, Annual Giving, Alumni Relations, Finance, Catering, President’s Office, Provost’s Office, Human Resources, Dean’s Offices, USD Schools/Centers and School of Law departments.
- Process gifts, sponsorships, purchase orders, invoices, reimbursements, and returns with truthfulness, ethical decision-making, accuracy, and attention to detail.
- Maintain inventory of physical files and be knowledgeable of file locations within our department drives and Google drive.
- Ensure proper maintenance and functioning of office equipment.
- Maintain inventory of office supplies and reorder supplies as needed.
- Order stationary, envelopes, business cards, and name badges as needed.
- Maintain and coordinate organization of storage areas.
- Update staff contact information with the School of Law and University Advancement when changes occur.
- Coordinate mail pickup for the Office of Development and Alumni Relations.
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
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