Development Office Coordinator

Development Office Coordinator

Palm Beach Atlantic University - West Palm Beach - West Palm Beach, FL 33401

Position Type Full Time Education Level 4 Year Degree Category Admin - Clerical

In support of the university's mission and objectives, the Development Coordinator provides comprehensive administrative, operational, and donor engagement support for the Office of Development. This position serves as a key contributor to the cultivation, stewardship, and engagement of donors and prospects. The Development Coordinator works collaboratively with the advancement team to deliver an exceptional donor experience and support fundraising initiatives that advance the university's philanthropic goals.

Donor Engagement Support

• Serves as the primary point of contact, a welcoming "first voice", for high-net-worth potential donors, existing major donors, and distinguished guests through in-person interactions, phone calls, or electronic communications to the Development Office.
• Assists with the planning and execution of major donor activities and the President's Giving Society engagement opportunities (e.g. coffee with the president, donor hosted events, cocktail receptions, etc.).
• Attends and assists at development-related events, creating a welcoming and engaging environment for donors and guests.
• Suggests innovative ideas for donor and distinguished guest engagement and stewardship touches.
• Audits, improves, and enhances personalized donor correspondence from the "Desk of" the President, Executive Vice President for Advancement, and the development team. Requests copy, prints materials, and updates activity logs within the donor database.
• Supports the development team in creating meaningful donor experiences by coordinating on-campus visit logistics including parking, transportation, hospitality arrangements, gifts, and event materials.
• Maintains detailed and accurate records of donor interactions, communications, and engagement activities ensuring that all touchpoints are recorded accurately in the donor database (e.g. Raiser's Edge).
• Monitors donor activity across multiple platforms and proactively communicates relevant engagement opportunities, updates, and follow-up actions to members of the development team.

Development Operations and Administrative Coordination

• Ensures that all required communication pieces are in stock, requesting additional supplies with ample lead time to avoid production delays.
• Coordinates with appropriate team members to ensure that all meetings are properly scheduled, technology is running, and necessary materials are prepared and produced.
• Assists the development team with scheduling meetings and preparing materials such as handouts and slides. Executes other administrative tasks as needed.
• Proactively manages the general Development Office email box (View email address on click.appcast.io), forwarding to the appropriate team member in a timely manner.
• Manages the Development Office phone lines, providing a top-tier level of customer service, forwarding calls to the appropriate team members.
• Assists with departmental purchases and processing of requisitions and purchase orders.
• Produces monthly budget reports from Jenzabar, completing transfer paperwork as necessary.
• Assists with the preparation of departmental purchasing card receipts and monthly reports.
• Tracks departmental completion of required university trainings.
• Ensures key university events are on development team schedules; sending/forwarding calendar invites and tracking response.
• Maintains the departmental time off calendar.
• Other duties as assigned.

Special Projects Support

• Coordinates and manages special projects for the Office of Development from planning through implementation and completion.
• Researches and prepares recommendations for donor recognition initiatives and high-end donor gifts.
• Assists with the preparation, production, and assembly of major gift proposals, briefing materials, donor reports, and executive correspondence.
• Drafts and prepares non-routine and special donor correspondence.
• Researches new tools and platforms to streamline the development office operations, providing recommendations for consideration.
• Collaborates with internal and external stakeholders to support advancement initiatives.
• Assists the Advancement and Events teams as needed.

Qualifications

Bachelor's degree in communications, public relations, or related field, required.

1+ years of experience in fundraising, customer service, office administration, and/or communications with high-net-worth individuals, required.

Essential competencies (knowledge, skills, and abilities)

• Customer Service Orientation Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times.
• Professionalism Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic.
• Christ-first Faith Provides spiritual support to community members, including students, on their Christian faith journey.
• Adaptable/Flexibility Ability to change or adjust to change.
• Attention to Detail Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye.
• Confidentiality Maintains the necessary confidentiality and discretion required for the position.
• Continuous Improvement Implement or brainstorm ways to optimize a process.
• Creativity Ability to think creatively and design creative solutions to problems.
• Effective Communication Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well-articulated messaging across a wide variety of audiences.
• Establishes Trust Gains the confidence of others by actions and words that promote being honest, forthcoming, and vulnerable.
• Problem-solving Anticipates, evaluates, diagnoses, and resolves problems in a systematic and fact-based manner.
• Project and Time Management Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
• Self-development Grow one's self-awareness, abilities, skills, and/or talent.
• Teamwork & Collaboration Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others both departmentally and cross-functionally.

Additional requirements

• Ability to work non-routine hours during certain times of the year.
• Ability to sit for prolonged periods of time.