Posted on October 18, 2012
Coordinator, Donor Relations
Columbia University - Coordinator, Donor Relations
Reporting to the Director, Donor Relations and working closely with the staff of Columbia College Alumni Affairs and Development ("CC AAD"), Columbia College and the University Alumni Relations and Development, the Donor Relations Coordinator is responsible for working collaboratively with the director and staff to implement and coordinate a comprehensive Columbia College donor relations program that consistently informs, inspires and recognizes donors. S/he will maintain and update the stewardship of named funds, including matching students with donor funds, write personal correspondence for the Dean and manage the acknowledgement process for all gifts to the College; Produce the Columbia College Annual Report , ensure the accurate tracking of data in our systems and assist with recognition events and programs.
Responsible for working collaboratively with the director and staff in implementing and coordinating a comprehensive CC donor relations program, including maintaining and updating the stewardship of named scholarships. Primary responsibility for matching student recipients of financial aid to over 700 named scholarships, while ensuring that the donor preferences are met to the best of our ability and verify funds available for each endowment and ensure an appropriate number of recipients are awarded. Participate in the matching process for other named funds such as internship funds or other awards as necessary. Produce stewardship reports that are sent to scholarship donors and other named fund donors about their student recipients, including overseeing the editing of more than 900 student recipient biographies. Execute the mailing of narrative and financial reports to donors. Oversee the collection, editing and production of student recipients' acknowledgement letters to donors. Produce the annual CC Scholarship Directory, a listing of scholarship donors and recipients.
Manage the acknowledgement letter process for CC, including acknowledgment letters for the College fund and for other endowed, capital, and current use purposes. Work with annual fund, major and principal gift officers to customize acknowledgment letters from the Dean or other VIP's for higher-end gifts, to ensure that they are personal and impactful. Serve as liaison with mail house that executes acknowledgment letter mailings for smaller gifts. Write template acknowledgement letters. Write personalized donor correspondence for the Dean and other leaders. Manage the acknowledgment process for gifts in honor and in memory.
Maintain the integrity of data on named scholarships and other named funds in the scholarship database, ADVANCE and office central files. Ensure that all stewardship information is accurately tracked and entered into the database, including continually updating salutations for the Dean. Assist with donor relations events. Coordinate and confirm list of attendees of the annual Dean's Scholarship Reception and assist events staff with the planning and execution of this reception as necessary. Execute volunteer recognition programs for College fundraising volunteers as necessary.
With oversight from the Director, Donor Relations, manage the production of the CC Fund's Annual Report. Research, prepare and update reports relating to the overall fundraising efforts of the College. Work with CCAAD staff to collect, review and edit data to ensure accuracy and to crate, edit and oversee the submission of text in a timely fashion ? including letters from the dean and quotes from students and alumni. Participate in the selection of images and other design choices, and serves as the liaison with designers of this on line publication. Assist with the implementation and execution of other donor relations programs as they are developed.
All other duties as assigned.
Bachelor's degree required or its equivalent. A minimum of 1-2 years of experience in a University or other complex organization necessary.
Excellent writing and editing skills required. Excellent organizational, interpersonal, and communication skills essential. Extreme attention to detail and an eye for accuracy required. Commitment and interest in performing administrative tasks. Diplomacy and sensitivity with confidential information necessary. Must be highly proficient in word processing and spreadsheet applications on personal computers including advanced Excel knowledge required. Must be self-directed and motivated, able to manage multiple and complex assignments and meet deadlines and production schedules both independently and as part of a team. Must be available to work some weekends and evenings.
Ability to handle confidential matters and maintain confidentiality.
A cover letter, resume and writing sample must be submitted with the application.
Demonstrated organizational experience and familiarity with database management in a large, multi-department environment highly desirable. Experience with gift management and donor management systems, such as BSR Advance, Crystal and CURT preferred.