Development Operations Coordinator

Colorado State University
Fort Collins, Colorado, United States
05 Mar 2018
End of advertisement period
02 Apr 2018
Contract Type
Full Time

Description of Work Unit

The Walter Scott, Jr College of Engineering (WSCOE) Development Office directs all major gifts, foundation, corporation, and annual fund efforts for the College and provides support and coordination for all efforts designed to promote giving to the College.

Position Summary

This position will be responsible for making decisions that impact students, faculty, staff, alumni, and donors of the Walter Scott, Jr. College of Engineering for years to come. The successful candidate will manage the entire WSCOE scholarship program, and oversee the distribution and allocation of more than $1.2 million scholarships awards to 600+ students. S/he will be required to perform an analysis of critical programs, then create and implement new (written) policies and procedures that improve these multi-dimensional programs. This position will manage a $10,000-$50,000 budget, and be responsible for planning and executing multiple flagship events. Furthermore this position will be responsible for generating impact reports and ensuring compliance with each component of Walter Scott’s $53.3 million college naming gift.

Required Job Qualifications

  • Bachelor’s degree in Business Administration, Psychology, Engineering, Communications and Marketing, or related fields.
  • Five (5) years or more of professional experience after completing your bachelor’s degree.
  • Experience working in higher education is required
  • Must have working knowledge of computers, database management and Microsoft Office Suite.
  • Must have strong organizational skills and experience tracking multiple projects
  • Ability to handle sensitive information with discretion and maintain confidentiality where necessary.

Preferred Job Qualifications

  • Proven familiarity with higher education and/or large-scale non-profit organizations, a plus.
  • Managing or supervising others, a plus.
  • Strong written and verbal communication skills and expertise in use of English grammar, punctuation, and syntax.
  • Positive, congenial attitude and a proven ability to work successfully with multiple stakeholder groups and diverse populations.
  • Proven familiarity with and demonstrated ability to use appropriate business software applications.
  • Demonstrated ability to work independently with limited supervision.
  • Proven ability to be detail minded and established organizational/task-oriented skills and experience in tracking multiple projects.
  • Demonstrated problem-solving skills and the ability to anticipate and address upcoming assignments and challenges.
  • Experience working in multicultural environments.

Diversity Statement

Demonstrated knowledge of, and relevant ability with, culturally diverse communities among potential target and constituent populations.

Essential Duties

Job Duty Category Scholarship Administration and Gift Fund Compliance Duty/Responsibility

  • Lead, manage, and oversee the scholarship program for the Development Office; which distributes more than $1,200,000 each year to 600+ students enrolled in the Walter Scott College of Engineering.
  • Perform analysis of our current scholarship program and determine what changes need to be made, then create and implement new (written) policy and procedures that improve the scholarship program while listening to and gaining consensus from the scholarship committee
  • Serve as the primary point of contact for the CSU Foundation and Student Services Office to reconcile accounts; determine how much money in expendable accounts should be reinvested (swept) back into their matching endowment account.
  • Communicate and disseminate annual scholarship financial projections to College leaders and scholarship committee members; maintain active (real-time) records of names of the student recipients, their award amount, and the corresponding scholarship donor.
  • Ensure the department scholarship representatives follow the scholarship criteria (donor intent) and they are appropriately matching student recipients and award amounts with each scholarship.
  • Serve as the primary point of contact for scholarship related questions; provide advice and instructions on how to solve/answer the problems or questions.
  • Solicit annual scholarship gifts and track expendable scholarship awards from alumni, friends, and corporations.
  • Manage the scholarship post-acceptance process and implement a tracking system that ensures all scholarship donors have received student thank you letters and been invited to the annual scholarship event.
  • Manage all aspects of fund agreements and gift records, including but not limited to: routing and tracking of documents for signatures, process donations/checks delivered to the office, gift fund request forms, gift transmittal forms, and ensure paperwork is fully executed and is processed in a timely manner.
  • Manage, hire, and train 3-4 student workers and/or 1-2 non-student hourly worker(s); and determine what duties and job functions they will be responsible for (historical examples include: processing official function forms (receipts), internal purchase orders, printing weekly gift acknowledgments, etc.).

Percentage Of Time 50 Job Duty Category Events & Donor Stewardship Duty/Responsibility

  • Lead and oversee the successful execution of annual WSCOE Development events and programs. This includes but is not limited to: develop and mange annual events budget which range from $10,000 to $50,000, negotiate contracts with external vendors, make final decisions regarding event set-up, design, décor and the overall guest experience in accordance with guidelines and best practices as established by CSU Events, and perform analysis and offer recommendations for improving programs and events.
  • Responsible for all aspects of the donor acknowledgement process (execute weekly process, regularly update and amend thank you templates, maintain/update policy and procedures, etc.) to ensure that the SCOE promptly and appropriately communicates with donors and give appropriate recognition.
  • Possess working knowledge of individual donor preferences and specific scholarship criteria in order to ensure a high level of donor stewardship
  • Interact with donors, alumni, and University leaders on regular basis

Percentage Of Time 25 Job Duty Category Development Operations Duty/Responsibility

  • Must be or become knowledgeable and familiar with the CSU Development database called Advance. Able to enter in contact reports, pull alumni lists (by geographical radius, class years, giving levels, affinity codes, etc.), enter and update major gift proposals, and generate standard reports (ad-hoc reports, allocation lookup, weekly giving reports, etc.) on a as needed basis.
  • Aid the development officers with donor visits and associated travel. This includes preparing trip itineraries, creating donor bio profile summaries, and support donor stewardship plans.
  • Manage electronic record keeping, routing and tracking of documents for signatures (internal travel, CSU Foundation forms, etc.), and filing.
  • Prepare gift fund request forms, get necessary signatures, and ensure paperwork is fully executed and is processed in a timely manner.
  • Works in collaboration with Department Coordinators in all of the WSCOE Departments, and ensure compliance with University Advancement rules and regulations.
  • Manage process for posting student worker positions and provide administrative oversight of student employees (i.e. scheduling, time sheets, etc.).
  • Oversee, manage, and audit the WSCOE online giving websites
  • Design, order, and manage give-away materials and supplies used by the WSCOE Development Team and University Advancement development staff.

Percentage Of Time 25

Special Instructions to Applicants

Please submit a resume and cover letter addressing the minimum and preferred qualifications.

References will not be contacted without prior notification of candidates.

Conditions of Employment

Pre-employment Criminal Background Check (required for new hires)

Search Contact Laurel Donahue,

EEO Statement

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

The Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407.

The Section 504 and ADA Coordinator is the Associate Vice President for Human Capital, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

Background Check Policy Statement

Colorado State University (CSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.