Development Operations Coordinator, College of Engineering, Architecture, and Technology/Spears School of Business

VISION: Transform the university through the power of generosity.

MISSION: Unite donor passions with university priorities to elevate the impact of Oklahoma State University.

DEPARTMENT PURPOSE: The Advancement Operations team contributes to the mission by translating and operationalizing high level strategy to ensure consistency, clarity, and accountability through intentional partnership with all OSU Foundation departments.

PRIMARY PURPOSE: The Development Operations Coordinator provides essential support to the development team by managing administrative functions, coordinating donor engagement activities, assisting with reporting and data management, and maintaining smooth internal and external communications. This role is ideal for a detail-oriented individual with a strong ability to manage multiple priorities and a commitment to supporting philanthropic efforts. This position will be located at the Stillwater office and will support the College of Engineering, Architecture, & Technology (CEAT) and Spears School of Business (SSB) teams.

KEY AREAS OF FOCUS:
System and Data Management (35%)

• Serve as an expert in OSU Foundation systems and tools including but not limited to LawVu, ascend (Salesforce) and MS Teams, etc.
• Coordinate gift processing, deposits, and pledge documentation.
• Serve as a power user for B.A.R.N. team sites as needed.

Campus and Unit Partnerships (20%)

• Serve as a liaison with campus partners, providing exceptional support for onboarding and troubleshooting.
• Manage designation assignments and ensure signature authority alignment with meticulous attention.
• Support respective unit leads as needed with campus-related inquiries, offering unparalleled assistance.
• Support ticketing process for unit events, including football games and donor receptions as needed in collaboration with unit Stewardship Team.

Administrative and Financial Coordination (20%)

• Ensure compliance with departmental budgets, through intentional monitoring of year-to-date expenditures.
• Diligently process, track, and submit PCards and expense documentation with timeliness and accuracy.
• Coordinate office supplies, motor pool reservations, and more.

Donor and Portfolio Support (15%)

• Assist assigned development officers (DOs) with insightful contact reports and strategic updates.
• Maintain accurate donor records and prepare detailed briefing documents.

Calendar and Meeting Management (5%)

• Manage calendars for development officers (DOs) and key team members to optimize fundraising and efficient use of time.
• Schedule internal team meetings as needed and prepare comprehensive agendas.
• Organize and support donor visit logistics in partnership with DOs, including reservations, bios, and assembling necessary materials.
• Contribute to and prompt employee engagement fun (anniversaries, birthdays, and retreats) to foster a positive team culture.

Reporting and Ticketing Requests (5%)

• Prepare weekly and monthly internal reports and unit/development officer (DO) updates with meticulous attention to detail.
• Manage ticketing for research briefs, Technology Services and Security, record updates, lists, marketing projects, and help track departmental key performance indicators (KPIs) with precision.

Other duties as assigned.

JOB COMPETENCIES AND EXPERIENCE:
Education & Certifications-

• High school diploma or equivalent experience.
• Bachelor’s degree preferred.

Experience-

• Minimum of 1–2 years of administrative or coordination experience, preferably in a nonprofit, development, or higher education environment.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and customer relationship management (CRM) or donor management systems.
• Ability to handle confidential information with discretion.
• Proven sense of humor and ability to have fun!

Organizational Competencies-

• Effective Communication: Communicates well (written and verbal); exhibits exceptional listening skills, and is transparent through open dialog and informational sharing; seeks first to understand and assumes positive intent; deals with others in a straightforward and honest manner while conveying both good and bad news; avoids “telling themselves a story” and works to deploy crucial conversation communication techniques; shows the highest level of understanding, courtesy, tact, empathy and concern with all interactions.
• Execution & Initiative: Demonstrates a high level of initiative on assignments; expresses interest in taking on more responsibilities and contributing to overall goals; proactively contributes to problem solving and pursues continuous improvement efforts at all times; takes responsibility to ensure that quality and timeliness of deliverables meets organizational and donor expectations; ensures work is accurate; delivers upon commitments while demonstrating integrity, stewardship of resources and service to OSU.
• Teamwork/Interpersonal Skills: Builds and maintains strong internal working relationships that promote open and honest communication; cares for others personally and professionally; values diversity and treats all individuals with respect and professionalism; demonstrates an open mind-set when presented with opportunities to learn about different culture, approaches or opinions; supports team efforts and makes the foundation a more enjoyable place to work.
• Problem Solving/Judgment: Seeks guidance and expert opinions in decision-making and planning process; gains understanding of how to apply approved policies and procedures; when and why escalation of issues is needed and to whom; responds appropriately and timely to issues; accepts responsibility for actions.
• Adaptability/Flexibility: Committed to continuous improvement; adapts to change, is open to new ideas; takes on new responsibilities, handles pressure, and adjusts plans to meet changing needs; shows ability to listen actively to different perspectives and consider alternate views based on new information; demonstrates self-control and remains productive during times of uncertainty.
• Courage & Conviction: Proactively takes responsibility for individual outcomes regardless of success, and learns from all results; demonstrates dedication to the principles of truth and honesty, even when the message may not be welcome; maintains confidentiality; supports company values, walks the talk; behaviors and actions are consistent with statements, values and beliefs; practices ethical decision making; has courage to try something new when encouraged by others; shows accountability and credibility by following through on commitments; receives constructive feedback from others and looks to continually improve.
• Donor Centered: Follows through with appropriate actions and/or information to meet the requests of donors; actively shares contacts and relationships with those who may have common goals or needs; embraces development and stewardship strategies that build relationships and respect the donors' interests, while balancing university priorities; solidifies personal relationships with mutual trust and fulfillment on commitments.

PHYSICAL REQUIREMENTS: Ability to communicate effectively in person, by phone, and via video conferencing. Requires frequent repetitive motions when operating computers, telephones, and standard office equipment. Ability to sit or stand for extended periods while working at a computer, attending meetings, or participating in events. This role includes traveling locally for meetings and university events, which may include walking on campus and navigating varied environments. Requires a valid driver's license. Availability to work occasional evenings and weekends to support fundraising events and donor engagement activities. Ability to lift, carry, push, or pull materials weighing up to approximately 20 pounds.