| Detailed Description: |
The coordinator will provide general administrative operations and development project-specific support to the Office of Development and Alumni Relations for alumni/donor/student outreach, engagement, cultivation, and stewardship. The coordinator maintains confidentiality and regularly uses tact and diplomacy. The coordinator contributes to and supports a harmonious work environment where teamwork and collaboration within all areas of the law school, the university, and the community are essential.
Duties and Responsibilities:
Donor/Alumni/Community Outreach
- Schedule, confirm, and coordinate meetings with donors/alumni/prospects to meet with the Dean, Vice Dean, Faculty members, Senior Director of Development, Associate Director of Development, and Director of Alumni Relations; provide agendas, supporting documents, collateral materials; action items, and follow-up.
- Coordinate the Dean’s and university officials' attendance at Development and Alumni Relations events and programs.
- Prepare donor and constituent prospect briefings for meetings, trips, and events.
- Provide onsite support and staffing for law school events and programs as needed.
- Prepare and produce regular reports and documentation before meetings of Major Gift Account Executives (MGAE), Prospect Management, Dean’s Senior Leadership, Department, Board of Visitors, Law Alumni Board, and Board of Trustees.
- 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.
- Draft documents tailored to donor prospects and interests, including historical data for specific areas, such as clinics, scholarships, professorships, and centers/institutes.
- Provide major and leadership gift follow-up support for 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.
- Provide support to donors, prospects, alumni, students, and scholars.
- Provide ongoing logistical support for events with a development focus, including the Scholarship Appreciation Luncheon, private scholarship luncheons, Development meetings, and presentations. Events with sponsorship or underwriting components will also necessitate logistical support from this role.
- Provide specific support in coordinating Scholarship Appreciation Luncheon invitations and RSVPs for the School of Law.
- 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, meeting preparation, one-on-one meetings with the Campaign Executive Committee (CEC), and Law School Fundraising and Philanthropy Committee efforts.
- Query, generate, and upload alumni/donor records and email reports to Encompass, Advance, and Salesforce Customer Relationship Manager (CRM) 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 Encompass, Yet Another Mail Merge (YAMM), or comparable mass email system and Salesforce CRM for Office of Development and Alumni Relations events and giving appeals/campaigns.
- 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.
- Conduct alumni metrics and data analysis relevant to philanthropy, stewardship, cultivation, discovery, and solicitation strategies.
- 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, support Law Firm Challenge, including maintaining firm rosters, updating individual and firm records in Advance, data pulls, Cascade website updates, email communications, and scheduling.
- 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.
- 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.
- Assist the development department/team with periodic reviews and updates of Cascade features and website content for the Office of Development and Alumni Relations and Scholarships.
- Other projects as assigned and prioritized by the 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 accounts for the Office of Development and Alumni Relations, reconciling monthly.
- Maintain and update contact information, including contact information for all constituents in Advance, Encompass, and Salesforce CRM, including updates from returned mail, email bounce backs, and information from periodic fundraising communication.
- Proactively conduct research to locate/edit contact information in Advance, Encompass, and Salesforce CRM for accuracy and efficiency in communicating with donors and prospective donors.
- Code Volunteers, Committees, Affiliations, Events, and Participation in Advance/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 Advance (soon to be Affinaquest) database reports as requested by the Office of Development and Alumni Relations and other law school departments.
- Utilize Fundraising Performance Management, Salesforce, 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.
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 5:00 p.m.
- Serve as a poised contact for walk-ins, telephone, and email inquiries; refer inquiries to appropriate team members when necessary.
- Monitor “law-dev” and “law alum” email inbox accounts and direct messages to appropriate individuals and departments.
- 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, School of Law departments, and USD Schools/Centers.
- Process gifts, sponsorships, purchase orders, invoices, reimbursements, and returns with truthfulness, ethical decision-making, accuracy, and attention to detail.
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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