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

Oklahoma State University Foundation•Stillwater, OK

12d•Onsite

About The Position

The Development Operations Coordinator provides administrative and operational support to development teams serving Oklahoma State University’s College of Engineering, Architecture, & Technology and Spears School of Business. The role manages systems and data, coordinates donor engagement activities, supports reporting, and facilitates internal and external communications. It is based at the Stillwater office and is intended for a detail-oriented person who can manage multiple priorities while supporting philanthropic efforts. The position supports gift processing and documentation, campus partnerships, budget monitoring and expense processing, donor and portfolio records, calendars and meetings, and reporting and ticketing requests. It also contributes to employee engagement and performs other duties as assigned. The role requires effective communication and collaboration, initiative, sound judgment, adaptability, confidentiality, and a donor-centered approach. The work involves frequent use of computers, telephones, and standard office equipment; extended periods sitting or standing; local travel for meetings and university events; and occasional evening and weekend availability for fundraising events and donor engagement. A valid driver’s license is required, as is the ability to lift, carry, push, or pull materials weighing up to approximately 20 pounds.

Requirements

High school diploma or equivalent experience.
At least 1–2 years of administrative or coordination experience.
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.
Ability to communicate effectively in person, by phone, and via video conferencing.
Ability to sit or stand for extended periods and perform frequent repetitive motions while using computers, telephones, and standard office equipment.
Ability to travel locally for meetings and university events, including walking on campus and navigating varied environments.
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.

Nice To Haves

Bachelor’s degree preferred.
Administrative or coordination experience in a nonprofit, development, or higher education environment preferred.
A proven sense of humor and ability to have fun.

Responsibilities

Serve as an expert in OSU Foundation systems and tools, including LawVu, ascend (Salesforce), and MS Teams.
Coordinate gift processing, deposits, and pledge documentation; serve as a power user for B.A.R.N. team sites as needed.
Liaise with campus partners and support onboarding and troubleshooting.
Manage designation assignments and ensure signature authority alignment.
Support unit leads with campus-related inquiries.
Support ticketing for unit events, including football games and donor receptions, in collaboration with the unit Stewardship Team.
Monitor year-to-date expenditures to support compliance with departmental budgets.
Process, track, and submit PCards and expense documentation accurately and on time.
Coordinate office supplies and motor pool reservations.
Assist assigned development officers with contact reports and strategic updates.
Maintain accurate donor records and prepare briefing documents.
Manage calendars for development officers and key team members; schedule internal meetings and prepare agendas.
Coordinate donor visit logistics with development officers, including reservations, bios, and materials.
Contribute to employee engagement activities such as anniversaries, birthdays, and retreats.
Prepare weekly and monthly internal reports and unit/development officer updates.
Manage ticketing requests for research briefs, Technology Services and Security, record updates, lists, and marketing projects; help track departmental KPIs.
Perform other duties as assigned.