Development Program Coordinator

Mayo Clinic•Rochester, MN

About The Position

The program coordinator works semi-independently to provide day-to-day operational support, coordination, and oversight of the programmatic activities. Programmatic activities may include responsibilities in a variety of fundraising programmatic activities including, but not limited to: prospect donor management and tracking; giving analysis and stewardship; event planning; talent management activities; executive outreach activities; etc... This position will be a contributing member of a team that works collaboratively to deliver outcomes and solutions that will support the overall strategies for the Department of Development’s fundraising goals. The program coordinator serves as a resource that will, with minimal direction, maintain and facilitate specific programmatic activities to achieve the programmatic work. The program coordinator interprets respective department and institutional specific policies and procedures and proactively brings forward recommendations for continuous improvement. The program coordinator independently maintains specific programmatic data, reports, presentations, websites, content, and collateral, seeking guidance as needed. The program coordinator may develop and operationally coordinate scheduling, timelines, budget items, and escalate appropriate issues according to the programmatic requirements to ensure the program functions smoothly. The program coordinator will be responsible for capturing appropriate data and analysis for program decision making by the programmatic leaders. The program coordinator will take initiative in facilitating team and program communications to ensure appropriate information is delivered on a timely basis. The program coordinator will be responsible for multiple and complex tasks and maintain a high level of organization, confidentiality, attention to detail and responsiveness to both internal and external customers. Must be able to handle many activities and challenges simultaneously, with minimal direction. Must use good judgement in facilitating and representing programmatic activities and assignments. Outlined below are the three open roles, each aligned with and supporting a different portfolio within the External Relations team. Please indicate in your cover letter your portfolio preference. Communications and Stewardship & Recognition The Program Coordinator for the Communications and Stewardship & Recognition teams will coordinate key systems and operations to help inspire and engage current or prospective benefactors. The ideal candidate will be a self-motivated, collaborative problem solver who enjoys synthesizing information and developing, refining or monitoring processes to optimize the teams’ efficiency and productivity. Projects may include but are not limited to: streamlining and facilitating production processes that involve multiple Development teams, optimizing file management systems through SharePoint; helping teams maximize use of Workfront project management system; supporting CRM data integrity, quality, and consistency across systems and workflows; and entering, monitoring and reporting productivity data. The ideal candidate will be a great communicator with strong attention to detail who enjoys asking curious questions, developing solutions, and navigating with some ambiguity, as well as comfort with content management, proofreading, formatting and editing. Annual & Midlevel Giving and Events The AML/Events program coordinator provides coordination for activities that advance operations priorities for the Events, Direct Response, Digital Philanthropy and Benefactor Service teams. This role is responsible for supporting cross-functional workflow management, large event operational oversight, and cross-site staffing coordination to ensure seamless execution of program activities. Administrative and operational responsibilities include facilitating team communication and workgroups, coordinating meetings and operational planning, maintaining and standardizing processes and standard operating procedures, managing escalations, and supporting continuous improvement initiatives. The AML/Events program coordinator may also serve as a point of contact for program communications and for benefactor inquiry escalation and triage. Campaign Administration and Executive & Leadership Engagement The Campaign Administration and Executive and Leadership Engagement coordinator supports strategic fundraising priorities and leadership engagement activities through project coordination and process improvement. This role manages projects and key initiatives, maintains and optimizes databases and collaboration platforms, and analyzes data to support decision-making. Responsibilities include tracking funding opportunities, coordinating leadership and benefactor engagements, organizing professional development opportunities for staff, and serving as a point of contact for priority and leadership engagement resources. The coordinator also triages stakeholder requests, documents best practices, and helps streamline processes to enhance team effectiveness and collaboration.

Requirements

Minimum of 2 years of demonstrated experience of planning, coordination, and management of projects and/or events.
Experience in project and/or event planning and management in a complex environment, preferably in higher education or healthcare.
Demonstrated knowledge of complex organizations, with an emphasis on health care environments is preferred.
Strong organizational and people skills.
Demonstrated experience effectively managing key internal and external relationships to accomplish programmatic goals.
Proven proficiency and experience in Microsoft Office products, including MS Outlook, Word, Excel, PowerPoint, Access, and Adobe Acrobat.
Excellent communication (written and oral) and listening skills.
High level of professional maturity with a commitment to confidentiality.
Good decision-making and judgment.
Ability to adapt to a rapidly changing environment.
Tact, diplomacy, and a high level of professionalism.
Experience preferred in project management with broad-based key institutional initiatives.
Proactive and flexible in a changing work environment which requires continuous upgrading of skills.
Ability to work effectively in a consensus-style operation that expects and promotes teamwork.
Ability to work independently and manage a workload of projects with multiple priorities and varying levels of complexity with minimal direction within approved scope and schedule.
Excellent customer service skills and customer focus.
Working knowledge of the Department of Development’s strategic plan, its vision, mission, goals, objectives, achievements, and infrastructure.
Working knowledge of applicable laws, rules, regulations, policies, etc.

Nice To Haves

Self-motivated, collaborative problem solver who enjoys synthesizing information and developing, refining or monitoring processes to optimize the teams’ efficiency and productivity (Communications and Stewardship & Recognition).
Enjoy asking curious questions, developing solutions, and navigating with some ambiguity (Communications and Stewardship & Recognition).
Comfort with content management, proofreading, formatting and editing (Communications and Stewardship & Recognition).
Experience working with donor databases or CRM systems.

Responsibilities

Provide day-to-day operational support, coordination, and oversight of programmatic activities.
Manage and track prospect donors.
Conduct giving analysis and stewardship.
Plan events.
Manage talent activities.
Coordinate executive outreach activities.
Interpret department and institutional policies and procedures.
Maintain programmatic data, reports, presentations, websites, content, and collateral.
Develop and coordinate scheduling, timelines, and budget items.
Escalate appropriate issues according to programmatic requirements.
Capture and analyze data for program decision making.
Facilitate team and program communications.
Handle multiple and complex tasks with a high level of organization, confidentiality, attention to detail, and responsiveness.
Handle many activities and challenges simultaneously with minimal direction.
Use good judgment in facilitating and representing programmatic activities and assignments.
Coordinate key systems and operations to inspire and engage current or prospective benefactors (Communications and Stewardship & Recognition).
Streamline and facilitate production processes involving multiple Development teams (Communications and Stewardship & Recognition).
Optimize file management systems through SharePoint (Communications and Stewardship & Recognition).
Help teams maximize use of Workfront project management system (Communications and Stewardship & Recognition).
Support CRM data integrity, quality, and consistency across systems and workflows (Communications and Stewardship & Recognition).
Enter, monitor, and report productivity data (Communications and Stewardship & Recognition).
Provide coordination for activities that advance operations priorities for the Events, Direct Response, Digital Philanthropy and Benefactor Service teams (Annual & Midlevel Giving and Events).
Support cross-functional workflow management (Annual & Midlevel Giving and Events).
Provide large event operational oversight (Annual & Midlevel Giving and Events).
Coordinate cross-site staffing to ensure seamless execution of program activities (Annual & Midlevel Giving and Events).
Facilitate team communication and workgroups (Annual & Midlevel Giving and Events).
Coordinate meetings and operational planning (Annual & Midlevel Giving and Events).
Maintain and standardize processes and standard operating procedures (Annual & Midlevel Giving and Events).
Manage escalations (Annual & Midlevel Giving and Events).
Support continuous improvement initiatives (Annual & Midlevel Giving and Events).
Serve as a point of contact for program communications and for benefactor inquiry escalation and triage (Annual & Midlevel Giving and Events).
Support strategic fundraising priorities and leadership engagement activities through project coordination and process improvement (Campaign Administration and Executive & Leadership Engagement).
Manage projects and key initiatives (Campaign Administration and Executive & Leadership Engagement).
Maintain and optimize databases and collaboration platforms (Campaign Administration and Executive & Leadership Engagement).
Analyze data to support decision-making (Campaign Administration and Executive & Leadership Engagement).
Track funding opportunities (Campaign Administration and Executive & Leadership Engagement).
Coordinate leadership and benefactor engagements (Campaign Administration and Executive & Leadership Engagement).
Organize professional development opportunities for staff (Campaign Administration and Executive & Leadership Engagement).
Serve as a point of contact for priority and leadership engagement resources (Campaign Administration and Executive & Leadership Engagement).
Triage stakeholder requests (Campaign Administration and Executive & Leadership Engagement).
Document best practices (Campaign Administration and Executive & Leadership Engagement).
Help streamline processes to enhance team effectiveness and collaboration (Campaign Administration and Executive & Leadership Engagement).