Grants and Database Coordinator

Job Description

Job Description

Expectation and Condition of Employment

Howard Payne University, a church-related institution affiliated with the Baptist General Convention of Texas, seeks to employ evangelical Christians who are dedicated to teaching and service as they model the principles of the Christian faith and the University’s sincere religious beliefs.

Howard Payne University (hereafter, University) is committed to the integration of learning and Christian faith in the pursuit of truth. Employees are expected to embrace the Christian Mission Statement and Core Values of the University and must support the University’s affirmation of traditional Christian and Baptist beliefs by leading lives of service through active involvement in Christian activities both on campus and through a local church.

Mission Statement

Howard Payne University is a Christ-centered academic community dedicated to excellence by developing and equipping the whole person for intellectual inquiry, personal and professional integrity, and service to God and humanity.

Core Values of Howard Payne University

We believe and affirm that the University as an institution and each individual called to serve the Lord at Howard
Payne should strive to demonstrate a commitment to these five Core Values:

• Centered on Christ   (cf. Col. 3:17, Matt. 7:24)
• Focused on Community   (cf. Eph. 4:4-6, 1 Pet. 3:8)
• Called to Service   (cf. Mark 10:45, Phil. 2:3-5)
• Committed to Excellence   (cf. Gen. 1:31, 1 Cor. 9:24)
• Dedicated to Stewardship   (cf. Gen. 2:15, 1 Pet. 4:10)

As a condition of employment, employees agree to be paid by Direct Deposit. Applicants offered contingent employment based on the University obtaining a clean background check agree the contingent offer of employment may be revoked based on the information obtained in the background check.

If offered employment, your acceptance will indicate that you have read and agree to the Expectations and Conditions above.

Application Procedure

To be considered for this position, please submit the following:

• a letter of application addressing in detail how you meet the position requirements
• a resume or CV (curriculum vitae)
• unofficial transcripts, and
• a completed HPU Employment Application

Job Summary 

Develop and expand new and current relationships with foundations and corporate giving programs on behalf of the university, and manage the donor database. The Grants Coordinator will research potential funding sources (foundations and corporate giving programs) that appear to be a good fit with the mission, vision, and strategic initiatives of the university. The geographic focus on this position will be Texas funding sources, and will also include funding sources that are national in scope. The Database Coordinator will maintain integrity within the database, prepare weekly gift and donor reports, update the development report, manage lists and event registration, and log the mail in the daily ledger. The Grants and Database Coordinator will report directly to the Vice President for Advancement.

Essential Duties and Responsibilities

Essential duties and responsibilities include the following. Other duties may be assigned by the Vice President for Advancement.

Grants Coordinator

1. Maximize foundation and corporate giving program donations to the university
2. Work with university departments to understand the various needs of the university (academics, student life, athletics, campus improvements, endowments, scholarships, etc.) to be able to assist with the identification and solicitation of appropriate funding sources
3. Manage the tracking system (Monday work management) for the identification, cultivation, solicitation, and stewardship (donor recognition and reporting) for previous, current, and new funding sources with foundations and corporations
4. Ensure that the reporting guidelines required by each foundation/corporation are fulfilled in a timely fashion
5. Develop, edit, and proofread funding proposals, appeals, and other written communications for the Advancement and Alumni Relations offices

Database Coordinator

1. Manage and update the donor database for constituent information
2. Prepare weekly reports as assigned, including but not limited to: Gifts Given, First Time Donors, and the Development Report
3. Manage, review, and process list requests and event registration across all departments for cultivation, solicitation, and stewardship of donors and alumni
4. Coordinate mail pick-up and log gifts to the daily ledger with supervision to ensure accurate processing of donor gifts

Supervisory Responsibilities 

Supervise and advise one student worker assigned to the Grants and Database Coordinator.

Competencies 

To perform the job successfully, an individual should demonstrate the following competencies:

1. Modeling Christian Faith - Must be committed to modeling the Christian faith; displays a proven record of modeling the Christian faith in business operations, management roles, customer service functions, and interactions with others; is committed to continuing to model Christian faith in a manner consistent with the University’s mission Statement and core values
2. Analytical - Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs work flows and procedures
3. Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well problem solving as part of a group; uses reason even when dealing with emotional topics
4. Project Management - Develops effective project plans; coordinates projects; communicates changes and progress; completes projects on time and budget; and manages project team activities effectively
5. Technical Skills - Assesses own strengths and weaknesses; pursues training and development opportunities; strives to build knowledge and skills continuously; shares expertise with others
6. Customer Service – Manages difficult or emotional situations effectively; solicits feedback to improve service; responds to requests for service and assistance promptly and effectively; meets the commitments they make to others
7. Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates effective group presentation skills; participates actively in meetings
8. Written Communication - Writes clearly and informatively; edits his or her work for correct spelling and grammar; varies his or her writing style as needed; presents numerical data effectively; is able to read and interpret written information effectively
9. Teamwork – Balances the needs of the team and individual responsibilities effectively; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts the success of the team above his or her own interests; is able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed
10. Change Management - Develops workable implementation plans; communicates changes effectively; builds commitment and overcomes resistance effectively; prepares and supports those affected by change; monitors transition and evaluates results
11. Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness
12. Cost Consciousness - Works within their approved budget; develops and implements cost-saving measures; conserves University resources
13. Ethics - Treats everyone with respect; keeps commitments; inspires others to trust him or her; works with integrity and ethically; upholds the University's Mission Statement and Core Values
14. University Support - Follows policies and procedures consistently; completes administrative tasks correctly and on time; supports the University’s Mission Statement and Core Values; benefits the University through external community and professional activities; supports affirmative action and respects diversity
15. Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in the decision-making process; makes timely decisions
16. Planning/Organizing - Prioritizes and plans work activities effectively; uses time efficiently; plans for additional resources if necessary; sets goals and objectives; organizes and schedules other people and their tasks; develops realistic action plans
17. Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts personal responsibility for his or her own actions; follows through with commitments
18. Dependability - Follows instructions; responds effectively to his or her supervisor’s direction; takes responsibility for his or her own actions and keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan

Qualifications 

To perform this job successfully, an individual must be able to perform each Essential Duty and Responsibility listed above satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the Essential Duties and Responsibilities.

1. Education and Experience - High school diploma or general education degree, or one to three months of directly related experience, or an equivalent combination of education and experience is required
2. Language Skills - Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals in English; ability to write routine reports and correspondence; ability to speak effectively before groups of students, employees of the University and the public
3. Math Skills - Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages and area. Ability to apply concepts of basic algebra
4. Reasoning Ability - Ability to apply common sense understanding to carry out simple one- or two-step instructions in English; ability to deal with standardized situations with only occasional or no variables
5. Computer Skills – To perform this job successfully, an individual should have a good working knowledge of commonly used Internet browsers, including Windows Explorer; and Microsoft Excel, Word and Outlook software and have or develop a good working knowledge of CRM knowledge such as Virtuous, Raiser's Edge Database or Salesforce software within 45 days of being employed
6. Licenses or Certificates - Must be at least 21 years of age and maintain a valid Texas driver's license to drive any vehicle, including personally owned vehicles, on behalf of the University
7. Other Qualifications - Must be able to travel away from home (including some overnight stays) 25% of the time for training and community visits. Ability to speak Spanish is a bonus. Assist Alumni Relations with local Brownwood Alumni events and gatherings
8. Physical Demands - The physical demands described here are representative of those that must be met by an employee to successfully perform the Essential Duties and Responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the Essential Duties and Responsibilities. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to stand. The employee is occasionally required to walk; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, depth and peripheral vision and ability to adjust focus
9. Work Environment - The work environment characteristics described here are representative of those an employee encounters while performing the Essential Duties and Responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the Essential Duties and Responsibilities. While performing the duties of this job, the employee is occasionally exposed to risk of electrical shock. The employee is occasionally exposed to fumes or airborne particles and toxic or caustic chemicals used to clean and/or renovate buildings and maintain the grounds of the University.  The employee is occasionally exposed to moving mechanical parts and risk of electrical shock. The noise level from printers, computers and other persons in the work environment is usually moderate