Program Coordinator, Annual Giving Data and Reporting

Connecticut, United States
15 Oct 2018
End of advertisement period
15 Dec 2018
Contract Type
Full Time

Position Focus:

Working with considerable independence and exercising discretion in establishing priorities, provide high-level administrative and fundraising support to the Managing Director of the Yale Alumni Fund and other senior members of the Alumni Fund team. Focused on data and reporting, the coordinator is a member of the Alumni Fund team within the Office of Development. The coordinator provides critical operations support to the Alumni Fund team using a proactive and collaborative approach, technical expertise and outstanding customer service skills. The coordinator is responsible for generating and manipulating data to provide high quality analyses and related presentations that capture donor, volunteer and communications’ performance to inform Alumni Fund solicitation strategies. The primary responsibilities of this position include supporting time-sensitive reporting and analytical needs, addressing business questions through dynamic and thoughtful business intelligence and contributing to the effectiveness and efficiency of the daily operations of the Alumni Fund. They will be required to develop and maintain proficiency in using advanced analytic and database tools, internet resources, in-house data, and other sources including reports provided by outside vendors, develop or advise on new techniques to overcome technical obstacles affecting solicitation strategies and write queries to extract and segment data for use in direct marketing and engagement efforts. The coordinator will develop an in-depth knowledge of data structures and business terms, proactively identify solutions for business partners, and work with fundraising staff members to define desired outcomes and requirements of analyses. They will also conduct user testing as needed before implementing suggested process changes. The coordinator will provide in-depth analyses of direct marketing efforts and their results including those executed via mail, email and telemarketing channels and provide on-going analyses of volunteer solicitation efforts including prospect pool review, use of the volunteer portal and overall results. In addition to coordinating weekly/monthly/quarterly/yearly suites of reports including those focused on fundraising results and data integrity, the coordinator will compose correspondence to stakeholders including senior staff when disseminating these reports. The coordinator will identify and coordinate weekly/monthly/quarterly reports related to data integrity for alumni contact information used in Alumni Fund solicitations and identify and analyze new prospect data points including wealth ratings and recommend next steps for those prospects including specific mail and email segments or assignment to a volunteer. They will work to ensure data quality by identifying and communicating appropriate changes and updates to the Alumni Records department on an ongoing basis.

The Principal Responsibilities listed below are generic in nature. Applicants will find the detailed responsibilities listed in this Position Focus to be most relevant to the position.

Essential Duties

  1. Drafts a variety of written materials, including detailed individual prospect briefings and gift indentures, proposals in support of specific University initiatives and internal and external correspondence that conforms to the style and voice of the sender.
  2. Coordinates research on individual donors and the history and status of gift commitments as needed by gift officers and other University officials. Ensures the accuracy of gift acknowledgments and all information communicated to donors and prospects.
  3. Prepares reports on prospect pools summarizing giving, status, affiliation and other data points, as needed.
  4. Assists in the coordination of special events, including dedications, donor recognition events and celebration of special initiatives to ensure timely and successful completion of the proceedings.
  5. Designs and produces ad hoc reports based on data extracted from primary databases to support fund raising programs.
  6. Oversees stewardship functions to ensure that donors receive ongoing communication regarding the benefits of their gifts to Yale.
  7. Supports fundraising directors and gift officers in a range of additional activities related to the University’s development effort, as needed.
  8. May perform other duties as assigned.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.

Required Skill/Ability 1:

Exceptional communication skills with special emphasis on advanced writing ability and editing. Ability to communicate effectively with top-level donors and senior Yale administrators. Writing and data visualization samples requested at time of interview.

Required Skill/Ability 2:

Demonstrated organizational and research abilities with strong attention to detail, including analyzing large volumes of information from disparate sources and synthesizing it in a cogent and concise form.

Required Skill/Ability 3:

Advanced proficiency with MS Word, Excel, database software and reporting, and the ability to conduct data analysis and work with financial information. Knowledge of PowerPoint and Adobe Acrobat.

Required Skill/Ability 4:

Demonstrated ability to prioritize work, manage multiple tasks, and meet deadlines in a time-constrained environment. Ability to initiate and complete tasks with minimal supervision.

Required Skill/Ability 5:

Professionalism, maturity, and an ability to work with confidential information.

Preferred Education, Experience and Skills:

Bachelor’s degree in a related field, or an equivalent combination of experience and education. Experience in a university setting or with development work, familiarity with Yale.

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. Please visit for additional information on the background check requirements and process.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

Affirmative Action Statement:

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: