Stewardship Project Coordinator

ABOUT POMONA COLLEGE

Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges.

JOB PURPOSE

The Project Coordinator supports the execution of a comprehensive stewardship program in a robust shared services business operation. The Coordinator helps ensure precise and polished execution of programs, operations and activities that ultimately enhance the fundraising efforts of the College, advance the mission and vision of Pomona and contribute to the fulfillment of organizational goals and priorities. As the primary executor of a broad range of project management and administrative services for the Stewardship team, the Coordinator maintains day‑to‑day operations providing crucial project support, exemplary customer service, and meticulous record keeping.

ESSENTIAL FUNCTIONS

Manage recognition societies. Ensure accurate maintenance of records and recognitions for qualified donors. Execute acknowledgments and welcome packages. Maintain acknowledgment content and templates. Support facilitation, execution and tracking of related activities and events. Assist in the facilitation, execution and tracking of donor reporting activities. Support the design and maintenance of special communications and report related templates. Research, assemble, and curate content. Proofreading. Maintain and manage schedule(s) for reporting needs to ensure timely and accurate report delivery. Assist in donor stewardship plan execution. Facilitate production, vendor activation and coordination as well as assembly and delivery of bespoke stewardship deliverables. Manage stewardship plan tracking at both the programmatic and constituent level in multiple systems. Facilitate alignment with interdepartmental partners, monitor scheduled activities, track and report progress. Assist in rudimentary forensic accounting research and analysis for gift funds, fund activity, beneficiaries, benefactors and prospects. Support fund auditing activities to ensure accuracy, adherence to gift terms and compliance with organizational policies and practices. Assist in the development and monitoring of budgets for stewardship related needs and activities. Track expenses, reconcile accounts, and provide regular reports to the Director of Stewardship. Assist in the execution of gift acknowledgements, pledge reminders, tribute notifications, general correspondence and other inquiries. Facilitate meeting and event coordination, calendaring and logistics. Generate reports, queries and analytics to track recognitions, affinities, giving patterns, preferences, and trends to inform strategies. Maintain accurate and up‑to‑date gift detail, record of donor communications and interactions, as well as constituent information in CRM/database(s) to ensure data integrity and adherence to donor preferences and privacy regulations. Maintain inventories and internal and external partnerships related to shared stewardship resources and swag. Coordinate purchases, receivables and distributions. Organize and maintain a comprehensive calendar of activities, projects and scheduled deliverables for Stewardship. Provide support for prospect and event briefings research and materials as needed. Support print and digital communications for donor stewardship projects. Manage list requests, analysis, review and distribution in consultation with Advancement Services. Manage timelines, prepare templates, format and/or merge data, assemble collateral and content, etc. Facilitate vendor coordination. Support the development and implementation of donor strategies to engage, recognize and steward donors. Support the naming programs and systems related to special gift recognitions, honorariums or tributes. Support various projects related to donor recognition activities, recognition societies, key fundraising initiatives, special campaigns, stewardship related events and special projects. Additional duties as assigned.

QUALIFICATIONS

Education: High School Diploma or GED is required. Bachelor's degree is preferred, or equivalent combination of education and experience. Licenses/Certificates: A valid driver's license is required or equivalent means of reliable transportation to off‑site meetings and events. Experience: A minimum of 2 years of experience as an assistant or in a similar support role at an academic institution or nonprofit is preferred.

REQUIRED KNOWLEDGE AND CRITICAL SKILLS

Demonstrated ability to work both independently and within a team. Strong communication and interpersonal skills. Familiarity with associated professional software and aptitude to quickly navigate and learn new tools and systems (e.g., Workday, Box, EverTrue, Raiser’s Edge, Salesforce, Cognos, Tableau, MailChimp, ThankView, marketing automation and email marketing platforms and prospect research tools). Foundational understanding of fundraising, major and annual giving, donor stewardship programs, and fundraising campaigns. Must be able to work with highly confidential information with utmost sensitivity and discretion. Must be comfortable implementing and executing guidelines, procedures, systems and workflows. Must be flexible, adaptable and able to work in a fast‑paced, high‑volume environment. Must be solution‑oriented with the ability to independently exercise sound judgement in decision‑making. Must have exceptional organizational, project management and time management skills to take initiative, set priorities, simultaneously manage multiple projects and deadlines and complete work with accuracy and efficiency. Able to articulate the mission of the College, the College's strategic vision and the division's annual goals with a high standard of integrity and ethics. Proven technical literacy including Microsoft Office software proficiency (e.g., Word, Excel, PowerPoint, Outlook), Customer relationship management (CRM) systems, social media networking, cloud‑based content management and communication platforms, internet research and menu‑driven databases. Strong learning orientation with demonstrated openness to listening, learning, and mentorship.

REQUIRED HOURS

The regular hours for this hourly position are 8:00 a.m. to 5:00 p.m., Monday – Friday, except during the designated summer period when office hours end at 4:30 p.m. Overtime, holiday, weekend and evening work hours may be required. Travel may be required. Regular hours may vary due to needs of the College or division. This position is eligible for a hybrid remote work schedule with supervisor approval.

ADDITIONAL POSITION DETAILS

This is a regular, full‑time, non‑exempt position. The hourly rate for this role is between $27.00 and $30.00 with a competitive benefits package. The specific factors that the College will consider when offering a salary to an individual will include, but not be limited to: education, training, relevant prior experience, and performance in prior roles.

ADA/OSHA

This job description defines the essential job duties of this position. The College expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

DISCLAIMER

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity. #J-18808-Ljbffr POM Pomona College