Development Coordinator

Job Details•Pomona, CA

About The Position

The Division of University Advancement is one of five central divisions of the university whose primary purpose is to enhance the private support and knowledge of the university. This is accomplished by initiating programs, events, and activities that stimulate the involvement and interest of alumni, friends, parents, corporations, and foundations to develop relationships that will foster and stimulate giving to the university. The office that the Vice President of University Advancement oversees the offices of development, alumni and external relations, government and external affairs, advancement services, and annual giving. The division manages and operates the Cal Poly Pomona Philanthropic Foundations, which serves as the official entity to receive and manage all contributions to the University.

Requirements

High School Diploma/GED - or its equivalent.
DL NUMBER - Driver License, Valid and in State Valid California Driver's License with current insurance.
Required Five (5) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
Experience to be fully functional in all technical aspects of work assignments.
Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
Thorough knowledge of English grammar, punctuation, and spelling.
Thorough knowledge of office systems and ability to use a broader range of technology, systems, and Packages.
Ability to independently handle multiple work unit priorities and projects.
Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
Working knowledge of budget policies and procedures.
Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
Ability to draft and compose correspondence and standard reports.
Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.

Nice To Haves

Knowledge of the financial structure of donations, grants and contracts to include cash, gift-in-kind, stocks, securities, planned gifts, endowments and real estate.

Responsibilities

Administrative Coordination Draft and prepare professional correspondence and communications.
Review and verify all documents requiring the attention, review, or signature of front-line development officers.
Communicate with donors, prospects, and volunteers regarding University events, programs, and initiatives.
Provide timely and accurate follow-up with donors and prospects based on inquiries or requests.
Assist development officers in preparing customized funding proposals for individual projects.
Draft acknowledgment letters and other donor communications as directed by development officers.
Assemble and prepare briefing materials and documentation for prospect visits.
Schedule and coordinate meetings, events, and appointments for development officers.
Prepare agendas and supporting materials for meetings and events.
Maintain and manage development officers’ calendars to ensure efficient scheduling.
Coordinate, prepare, and track mailings, ensuring timely delivery and accuracy.
Provide logistical support to development officers before, during, and after events.
Participate actively in Administrative Professionals meetings to remain current on University policies and procedures.
Attend regular Development meetings to stay informed and aligned with team goals.
Collaborate with Prospect Research and Development Officers in preparing comprehensive briefing documents.
Project Coordination Event Planning & Execution: Lead the full cycle of event coordination, including planning, scheduling, and on-site logistics.
Responsibilities include creating and managing event timelines, coordinating the design and printing of invitations and programs, managing RSVPs and guest lists, scheduling vendors (caterers, speakers, etc.), and ensuring seamless event-day execution.
Sponsorship Outreach: Assist in the solicitation and follow-up of sponsorships for development initiatives such as events and special projects (e.g., golf tournaments, naming opportunities, etc.).
Maintain consistent and professional communication with prospective sponsors.
Donor Stewardship System: Develop and maintain a system for tracking donor engagement by giving level.
Ensure appropriate contact, acknowledgment, and recognition are conducted in a timely and consistent manner.
Alumni and Donor Communications: Plan, write, and produce communications—both print and digital—to keep alumni and donors informed and engaged.
Coordinate scheduling and distribution to maximize impact and outreach.
Web Content Maintenance: Maintain and update web content related to development initiatives, ensuring accuracy, timeliness, and alignment with strategic messaging.
Data Management Maintain and ensure the accuracy of mailing lists for campus support groups, advisory boards, and donor segments.
Generate and/or request standard and ad hoc data reports to support fundraising, stewardship, and outreach efforts.
Produce mailing labels and manage list segmentation for targeted communications.
Generate and/or coordinate the request of prospect research reports to support development officer strategies.
Track and analyze response rates for fundraising campaigns and initiatives.
Reconcile monthly gift and productivity reports, ensuring accuracy and alignment with internal records.
Prepare and process deposit slips for donor contributions in compliance with gift processing protocols.
Assist development officers with data-related list requests, ensuring timely and accurate delivery.
Other duties as assigned