Senior Operations Coordinator for University Advancement

Colorado State University
Fort Collins, Colorado, United States
08 Apr 2018
End of advertisement period
06 May 2018
Contract Type
Full Time

Description of Work Unit

This is the best time to join Colorado State University. Over the past eight years, CSU has consistently surpassed fundraising records, doubled alumni participation in philanthropy, and closed two of the largest gifts in the university’s history. Soon after exceeding its first campaign goal of $500 million in 2012, CSU embarked on a much more ambitious path: The $1 billion “State Your Purpose – The Campaign for Colorado State University.” To date, CSU has raised more than $881 million, and with two years remaining in the campaign, yet another fundraising record will be set.

The Division of University Advancement is integral to achieving and sustaining institutional excellence through fundraising and engagement efforts. The Division has one of the leading development teams in the country and places a strong emphasis on professional and personal growth for its employees, including educational opportunities, onboarding and mentoring programs.

Fort Collins is known as “The Choice City” because of its proximity to the beautiful Rocky Mountains, excellent schools, 300+ days of sunshine yearly, thriving arts scene, eclectic shops and restaurants, and miles of walking and biking paths.

University Advancement Operations (UAO) is responsible for directing and managing all aspects for the following Advancement units: Advancement Business Services, University Advancement Communications, Information Technology, Prospect Research, Constituent Gift Information, Annual Giving and Talent Management, Training and Support.

The Senior Associate Vice President (SAVP) for University Advancement Operations, develops the overall strategy and goals for the Division of University Advancement in coordination with the Vice President for University Advancement. This unit supports the Colorado State University fundraising efforts by utilizing continuous quality improvement built on client feedback and deploying business tools and resources to serve the needs of fundraising partners across campus. The SAVP leads a team of approximately 50 employees, oversees an operating budget of $1 million, and strategically oversees the development and stewardship of University Advancement’s $13.5 million budget.

The mission of the University Advancement Operations (UAO) is to, “Exceed our constituents’ expectations by paying attention to every detail of the relationship and the delivery of our philanthropic services.” UAO’s common purpose is to, “Facilitate donor support by providing exceptional philanthropic services to all constituents of the University.”

Position Summary

The Senior Operations Coordinator provides support to the Senior Associate Vice President, and the Vice President for University Advancement to accomplish the goals of the division. This position will lead a portfolio of special projects that require in-depth research and partnerships across the organization to accomplish, will manage and track fundraising trends, and budget analysis for long-range planning.

This position will report to the Senior Associate Vice President for Operations, and have a dotted line to the Vice President of University Advancement.

Required Job Qualifications

  • Bachelor’s degree in liberal arts, business, marketing, communications, sciences, public administration or related field
  • At least three years’ experience in a fast paced environment demonstrating support to executive level leadership
  • Strong analytical skills
  • Must have a valid driver’s license or the ability to obtain a driver’s license or access to a licensed driver by the employment start date.

Preferred Job Qualifications

  • Demonstrated ability to prioritize and manage high-volume, detailed, and complex information, synthesizing and making recommendations to leadership when necessary.
  • Proven analytical ability to review data, create reports, and understand trends to optimize organizational processes and results.
  • Proficiency with Microsoft Office and strong information technology skills
  • Exceptional communicational skills (verbal and written) and presentation skills; experience communicating with staff at all levels as well as external partners.
  • Demonstrated problem-solving skills and the ability to proactively anticipate and address upcoming assignments and challenges.
  • Demonstrated ability to work independently with limited supervision.
  • Positive, congenial attitude, ability to work with upper-level management, and organizational leadership.
  • Experience working in multicultural environments with diverse staff and external constituencies.

Diversity Statement

  • Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.

Essential Duties

Job Duty Category Project Management Duty/Responsibility

  • Manages, tracks, and allocates expenses for an operations budget of $7,500 for supplies and inventory with responsibilities to make a recommendation for additional resource needs.
  • Executes and manages ongoing and new strategic projects, determine proper course of action, and coordinate the delegation of tasks among directors and other UA staff.
  • Leads a portfolio of special projects that require in-depth research and partnerships across the organization to accomplish, i.e., bench marking reports from peer institutions on numerous topics such as: fundraising production, financial and staff data, ROI, Staff Productivity, etc.
  • Collaborates with organizational leaders to provide insights on growth opportunities, make recommendations, and follow up to ensure forward momentum.
  • Resolves a variety of problems independently, respond to sensitive and/or confidential issues, and assess when to bring issues to supervisor’s attention.
  • Exercises initiative, sound judgment, creativity and discretion in performing work assigned; anticipates and addresses concerns, responds to requests, and maintains strict confidentiality at all times.
  • Maintains confidential files and records, anticipate concerns, be creative in performing work assigned.
  • Delivers special projects and act as the central point of contact for internal and external customers on a variety of assigned projects.
  • Direct work with professional research firms (CASE, EAB) that assist our division to uncover best practices to attract and retain top fundraising talent, engage alumni, and ultimately increase philanthropic revenue. Will be the primary contact for peer institutions.

Percentage Of Time 30 Job Duty Category Operations, Procedures, Student Supervision Duty/Responsibility

  • Oversees and manages all aspects of the Charitable Solicitation Registration process for states outside of Colorado by preparing documentation, working with CSU accounting staff, securing administrators’ signatures, and mailing registration before state deadline.
  • Will deliver to upper management, bench-marking and analytic effort reports, and develop and maintain continuity of operations plans for the division.
  • Identifies and implements new policies, written procedures, and guidelines within University Advancement Operations to increase efficiency and enhance communications.
  • Manages of all aspects of office operational and tactical movement; campus interaction, scheduling, coordinating leadership, note taking, preparation of bios, and overview reports.
  • Researches, analyzes, organizes, and manages materials for SAVP in preparation for meetings, travel, and events.
  • Attends SAVP and direct reports’ team meetings, takes notes and follows-up on action items. Advises the SAVP of action items, deadlines and issues surrounding meeting outcomes.
  • Updates the Voluntary Support of Education Report (VSE) for internal use and assists with reporting requests from external entities such as professional associations or academic institutions.
  • Verifies fundraising goals through the division’s workbook process with development leads from the colleges and units, posts final goals into the Advance system.
  • Assists with development events and other division-wide functions of importance.
  • Responsible for the management of 1 to 3 student employees including scheduling, workflow, performance management, and monitoring of workload.
  • Performs other duties as assigned by the SAVP and his/her direct reports.
  • Oversees all planning and logistics for meetings team meetings, prepare agendas, briefs and back up materials, communicate and track action items on an ongoing basis.

Percentage Of Time 30 Job Duty Category Data Analysis and Reporting Duty/Responsibility

  • Manages complex data within University Advancement database (Advance), and creates reports for senior level managers, such as filtering data in Advance system using a variety of metrics that can assist gift officers with trend analysis and performance management.
  • Develops dashboards that provides management with a quick overview of goals and progress; dashboards will help gift officers have a better grasp of what’s been attempted, accomplished, and what can be improved.
  • Analyzes program/project success and determines next steps, monitoring staff who are not meeting timelines or going over budget on a project, providing customer service to dissatisfied constituents, and manages stakeholder demands.
  • Identifies and implements processes to measure and track fundraising trends, creates special reports, and makes recommendations to senior leadership.. Will collaborate with fundraisers by imputing their goals and metrics to database to determine performance and future gift expectancy. Design, create and provide analysis on data which will help senior staff with reviewing fundraiser performance and future gift production from those Colleges/units.
  • Designs and creates enterprise-wide reports required by UA management and division units; identifies future needs and conducts analysis as needed.
  • Develops and creates ad-hoc reporting, interprets data, and makes recommendations based on findings to SAVP and VP.
  • Extracts data from Advance and compiles weekly and monthly reports for management meetings.
  • Develops analytical frameworks, tools and techniques to plan and communicate short- and longer-term resource needs.

Percentage Of Time 20 Job Duty Category Communication Duty/Responsibility

  • Directs information requiring the SAVP and VP’s attention and disseminates information from the Vice President’s office to all concerned departments and individuals within the division.
  • Provides well-organized, accurate and effective communications; creates presentation materials and supporting documentation.
  • Prepares presentations (PowerPoint), and reports for internal and external meetings.
  • Responds effectively to internal and external stakeholder requests that may cause potential issues within the organization, with external partners, or with the community at large.
  • Works to ensure that internal/external concerns anticipated and addressed and that University Advancement and team represent in an exemplary fashion.
  • Responsible for the scope of projects and ensure that communication is clearly stated and defined by the team and that the handoff from leadership to project management is coordinated and documented.
  • Contributes to the total effectiveness of the department, communicating openly, offering creative ideas and working as a positive, engaged team member.
  • Creates, writes, designs and edits written communication including email, thank you letters, and impact reports.

Percentage Of Time 20

Special Instructions to Applicants

Please demonstrate in your cover letter and resume any and all of the preferred qualifications that you meet. References will not be contacted without prior notification of candidates.

A $3,000 moving allowance may be negotiated at the time of hire.

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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 Executive Director of Human Resources and Equal Opportunity, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.