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

Oklahoma State University Foundation•Stillwater, OK

24d•Onsite

About The Position

The Development Operations Coordinator provides administrative and operational support to the development teams serving Oklahoma State University’s College of Engineering, Architecture, & Technology and Spears School of Business. The role manages administrative functions, coordinates donor engagement activities, assists with reporting and data management, and supports smooth internal and external communications. It is based at the Stillwater office and supports philanthropic efforts through attention to detail, organization, and management of multiple priorities. The coordinator manages OSU Foundation systems and tools, gift processing and documentation, campus partnerships, budgets and expenses, donor records, calendars, meetings, event logistics, reports, and ticketing requests. The position also supports onboarding, troubleshooting, unit events, donor visits, and team engagement activities. Other duties may be assigned.

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.
Valid driver's license.
Ability to work occasional evenings and weekends to support fundraising events and donor engagement activities.
Ability to perform frequent repetitive motions when using computers, telephones, and standard office equipment.
Ability to sit or stand for extended periods while working at a computer, attending meetings, or participating in events.
Ability to travel locally for meetings and university events, including walking on campus and navigating varied environments.
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 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; serve as a power user for B.A.R.N. team sites as needed.
Coordinate gift processing, deposits, and pledge documentation.
Act as a liaison with campus partners, providing onboarding and troubleshooting support.
Manage designation assignments and ensure alignment of signature authority.
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 PCard 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 team meetings and prepare agendas.
Coordinate donor visit logistics with development officers, including reservations, biographies, and materials.
Contribute to employee engagement activities, including 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.