General Information
| Payroll Title | ANALYST I | Title Code | 007234 | Grade/Step | 06 | Working Title | Planned Giving Coordinator |
|---|---|---|---|---|---|---|---|
| Department Name | Development | Supervisor | Truong, Thuyet A (Tony) | Department Head | Nguyen, Hieu T |
Special Requirements and Conditions
| Critical Position |
| Valid Driver License |
| Overtime |
| Travel Outside of Normal Business Hours |
| Other (provide description - max. 300 characters) |
| Other (description) |
|---|
| Working occasional nights and weekends may be required |
Level of Supervision Received
| General Supervision |
Items Used
| Standard Office Equipment |
Position Purpose
| The Gift Planning Coordinator provides overall operational and administrative support for programs, events, donor relations and fundraising efforts. In addition, this position coordinates gift administration, plans and executes events, maintains donor records, assists in communications with external and internal constituents, coordinates travel logistics, and schedules events and meetings. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Planning and Analysis of Special Events and Foundation Programs | 35 |
| Assist in the planning and successful implementation of Gift Planning programs, meetings, and special events by managing event planning timelines and making arrangements for venue, catering, audio-visual needs, participant travel, parking, and other needs as appropriate. Provide support for the UCR Foundation Gift Planning Committee and the UCR regional Gift Planning Advisory Board meetings, including the preparation of materials, meeting agendas, meeting minutes, presentations, correspondence, special projects, and mailings. Manage contact information for all Foundation volunteers serving on the Gift Planning Committee and communicate information to other units as appropriate. Work with vendors and caterers both on and off-campus to schedule and coordinate events. Analyze costs for programs, meetings, special events and administrative costs to provide estimates of annual operating budget line items. Ensure proper documentation and approval for expenditures, request reimbursements and payments, and analyze costs for programs, meetings, special events, event related travel and administrative services. Work with Creative Design Services to develop invitations, programs and other collateral materials for special events. Extract and analyze mailing lists, donor lists, and invitation lists from Raiser's Edge. Create and manage events in Raiser's Edge. Assist in the development of briefing documents for the Chancellor and senior University administrators as necessary. |
|
| Fundraising Support and Administration | 35 |
| Provide support to Director of Gift Planning for donor visits by compiling appropriate materials, extracting donor profiles from donor management database (Raiser's Edge), making travel arrangements, and communicating with donors/prospects as appropriate to coordinate logistics, using the utmost diplomacy. With guidance from supervisor, track and maintain lists of gift planning donors and prospects, retrieve data from donor management database (Raiser's Edge) for analysis, and submit updates to donor records as necessary. Assemble materials for planned gift proposals. Manage checklists and documentation for the set-up and termination of bequests and life income gifts, such as charitable gift annuities and charitable remainder trusts. Use donor management database (Raiser's Edge) to develop mailing lists, donor lists, and invitations; create and manage events; extract and evaluate reports. Schedule and make arrangements for Development related visits/events on campus, including accommodations for visitors as needed. Provide overall operational support to the Office of Gift Planning by maintaining the program and marketing calendar, processing work/purchase orders, and interacting with vendors within University guidelines and protocol. |
|
| Administrative Support | 30 |
| Provide overall administrative support to the Director of Gift Planning including, but not limited to, calendar, telephone inquiries, data entry, meetings, reservations, mailings, office organization, travel and entertainment reimbursement, and filing. Routinely compose correspondence, proofread and edit drafts for correct terminology, grammar, punctuation, spelling, format, content, and style for projects such as meeting minutes, speakers' remarks, and publication text. Interact with donors, University leadership, or faculty members in the office, through email, and/or telephone to schedule meetings, process requests, and handle other communication as needed in a professional and courteous manner and using the utmost tact and diplomacy. Maintain confidential files and correspondence. Provide telephone coverage for the other administrative staff in their absence, as required. Work closely with other Advancement and University department counterparts and key administrative staff to maintain communications and effective flow of information. Order and maintain supplies necessary for the support of the Foundation and special events. |
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Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Graduation from college with a major in a relevant field; or an equivalent combination of education and experience. |
|
| 2 | |
| Demonstrated ability to gather and analyze data, compile information, and prepare reports. Demonstrated proficiency in using electronic research tools, computer applications (including Microsoft Office suite) and database applications. |
|
| 3 | |
| Demonstrated ability to conceptualize, plan, organize, and prioritize assignments relating to the department's fluctuating workload. Ability to act effectively with frequent interruptions to complete work in a timely fashion under stress of deadlines. |
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| 4 | |
| Demonstrated extensive experience with the management of high-level donor-volunteer boards and leadership structures. |
|
| 5 | |
| Demonstrated communication skills (oral and written) to establish and maintain cooperative relationships, interact effectively with tact, diplomacy and confidentiality with individuals from diverse backgrounds and different organizational levels across campus and in the community. |
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| 6 | |
| Experience with managing schedules and calendars and making travel arrangements in a work environment. |
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| 7 | |
| Analytical ability to define problems and meet objectives, identify relevant factors and concerns, and recognize alternatives and their implications. |
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| 8 | |
| Advanced writing skills which include the ability to independently compose letters, memos, reports, and other written communication materials using correct spelling, grammar, punctuation, composition, text editing and proofreading skills. |
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| 9 | |
| Proven ability to exercise discretion and sound judgment. |
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| 10 | |
| Ability to work flexible hours on a regular basis. Working occasional nights and weekends may be required. |
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Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
|
Bachelor's degree in a related field. |
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| 2 | |
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Demonstrated experience with Raiser's Edge. |
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| 3 | |
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Knowledge of and experience with advancement and/or higher education. |
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| Posted Position Purpose |
|---|
| The Gift Planning Coordinator provides overall operational and administrative support for programs, events, donor relations and fundraising efforts. In addition, this position coordinates gift administration, plans and executes events, maintains donor records, assists in communications with external and internal constituents, coordinates travel logistics, and schedules events and meetings. If you are interested in an opportunity that is challenging and will allow you to make an impact while doing interesting meaningful work, then apply today! Computer based pre-employment assessments may be part of the selection process.
The UCR Office of Development is a proud partner with the thousands of alumni, parents and friends who have chosen to take a key role in shaping the face and future of this rapidly growing campus. The generosity of our donors not only enhances the quality of the UCR educational experience, it helps countless young people attain the skills and knowledge they need to succeed and lead in the 21st century.
University Advancement: Under the leadership of Vice Chancellor Peter A. Hayashida, the UC Riverside University Advancement team: Raises public awareness of UCR's excellence in research, teaching and service; Encourages, promotes, and secures public and private resources to support: Recruitment and retention of world-class faculty; High-quality education for the best and brightest students who are reflective of California's diverse population; Leading-edge facilities and equipment necessary for inquiry and the creation of knowledge for the 21st century and beyond.
The University of California, Riverside(www.ucr.edu) is a doctoral research university, a living laboratory for groundbreaking exploration of issues critical to Inland Southern California, the state and communities around the world. Reflecting California's diverse culture, UCR's enrollment has exceeded 21,000 students. The campus opened a medical school in 2013 and has reached the heart of the Coachella Valley by way of the UCR Palm Desert Center. The campus has an annual statewide economic impact of more than $1 billion. For the second year in a row, Washington Monthly magazine has ranked the University of California, Riverside second among national universities in its 10th annual College Ranking Survey. It is the fourth consecutive year that UC Riverside has been ranked among the top 10 schools in the survey, which considers civic engagement, research, and social mobility. UCR also placed 21st in the category of "Best-Bang-For-The-Buck Colleges" - an exclusive list that ranks schools on measures of access, affordability and student outcomes. A member of the prestigious 10 campus University of California system, we are one of only six campuses named to the New America Foundation's 2013 list of "Next Generation Universities," as well as a Top-35 "Best Value School" according to U.S. News & World Report (2014).
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| Posted Minimum Requirements |
| -Graduation from college with a bachelor's degree in a relevant field; or an equivalent combination of education and experience. -Demonstrated ability to gather and analyze data, compile information, and prepare reports. Demonstrated proficiency in using electronic research tools, computer applications (including Microsoft Office suite) and database applications. -Demonstrated ability to conceptualize, plan, organize, and prioritize assignments relating to the department's fluctuating workload. Ability to act effectively with frequent interruptions to complete work in a timely fashion under stress of deadlines. -Demonstrated extensive experience with the management of high-level donor-volunteer boards and leadership structures. -Demonstrated communication skills (oral and written) to establish and maintain cooperative relationships, interact effectively with tact, diplomacy and confidentiality with individuals from diverse backgrounds and different organizational levels across campus and in the community. -Experience with managing schedules and calendars and making travel arrangements in a work environment. -Analytical ability to define problems and meet objectives, identify relevant factors and concerns, and recognize alternatives and their implications. -Advanced writing skills which include the ability to independently compose letters, memos, reports, and other written communication materials using correct spelling, grammar, punctuation, composition, text editing and proofreading skills. -Proven ability to exercise discretion and sound judgment. -Ability to work flexible hours on a regular basis. Working occasional nights and weekends may be required. |
| Posted Preferred Qualifications |
| -Bachelor's degree in a related field. -Demonstrated experience with Raiser's Edge. -Knowledge of and experience with advancement and/or higher education. |