Coordinator, Foundation Relations and University Industry Partnerships

This position reports to the Executive Assistant to the Senior VP, Development & Chief Development Officer and provides administrative support to Foundation Relations and University Industry Partnerships (UIP) to advance OSU Foundation goals. The position serves as the first point of contact for key partners including donors and academic partners.

The successful candidate will be required to show proof of being fully vaccinated against COVID-19 prior to the first day of employment.

Work Location

The work location for this position is the Foundation’s Corvallis, OR office.

Key Partners

Senior Leadership Team members, Development Officers, other Development Coordinators, and campus partners.

Measures of Success

• Ensure the OSU Foundation is represented professionally with external and internal constituents including contact with donors and campus colleagues.
• Ensure high-quality administrative support is provided to the fundraising teams in their cultivation, solicitation, and stewardship of donors.
• Ensure collaboration and strategy through effective use of data—entry, sharing, requests, analysis, and reporting.
• Ensure helpful partnerships are developed with other coordinators to support a high-functioning team.

Major Duties

Provide day-to-day administrative support to a team of development officers including, but not limited to, the following:

• Travel arrangements and reimbursements.
• Meeting scheduling, preparation, and follow-up.
• Data communication, report requests, and analytics.
• Event planning and logistics.
• Attendance at strategy meetings with campus partners, as appropriate.

Enter proposals and contact reports, reconcile gift/pledges, and create reports in CRM database.

On a rotational basis, provide back-up support to main receptionist for breaks and lunch hour coverage.

Draft and distribute briefings for events, donor visits, and potential donor visits.

Schedule and help manage Foundation-level meetings for development staff.

Schedule and help manage check-ins, and reports institution wide.

Draft Gift Agreements as directed by the Development Officer; obtain signatures as needed.

Write, edit, and distribute communication materials for various audiences.

Provide exceptional and courteous customer service to key partners, colleagues, and internal / external customers of the Foundation, including donors, volunteers, campus partners, etc.

Be proactive and / or respond to urgent problems and unexpected requests in a timely manner.

Perform other duties as assigned.

Required Knowledge, Skills, and Abilities

Ability to:

• Handle interpersonal relationships maturely, thoughtfully, and empathetically, including the ability to work with individuals from diverse backgrounds.
• Always maintain the highest level of discretion and confidentiality.
• Comprehensive knowledge of:
• The OSU Foundation’s mission and purpose in support of Oregon State University.
• Managing work priorities and need of assigned Development Officers.

Proven skill in:

• Using computer software, including Microsoft Suite (Word, Excel, PowerPoint, and Outlook), Zoom, Teams, and other programs.
• Communication, written and verbal, with an emphasis on professional communication with both internal and to external audiences.

Minimum Qualifications

Four-year degree and three years of experience as a coordinator/administrative assistant, or related experience using similar knowledge skills or abilities. Education and experience equivalencies will be considered. Candidates must possess a valid driver’s license and must be able to travel using various modes of transportation.

Core Values

We strive to be one of the best places to work in the country. We know that our success depends, in large part, on the people who carry out our mission. It’s what we do—and how we do i—that makes the difference. Our core values reflect our approach to work and to each other, and we are committed to conduct consistent with these values.

collaborative · responsible · respectful · inclusive · innovativeReporting to the Director of Gift Administration, the Gift Administration Specialist is responsible for all functions related to gift processing (i.e., entering gifts, reconciling gift information, etc.) to support the fund-raising efforts of the University.

As part of the Finance department, this position will work with a team-oriented approach to gift processing, customer service, and other philanthropy services including donor acknowledgement and recognition.

Work Location

The work location for this position is the OSU Foundation Corvallis, OR office.

The successful candidate will be required to show proof of being fully vaccinated against COVID-19 prior to the first day of employment.

Key Partners

The key partners for this position include employees in Advancement Records, OSUF fundraisers and Alumni Association membership.

Measures of Success

• Providing accurate and timely processing of gifts consistent with donor wishes
• Providing timely responses to donor and internal customers’ inquiries
• Developing cooperative and helpful working relationships with other members of the Gift Administration team

Major Duties

Develop, document, audit, and perform daily and monthly gift entry activities to ensure that donor gifts are processed accurately according to donor wishes and department productivity, procedures, and quality standards.

Research issues to confirm and implement donor wishes.

Accurately input and administer daily gift transactions.

Review and/or perform all pledge payment entry, credit card and recurring gift transactions.

Perform gift adjustments and corrections; maintain department copies for audit purposes.

Coordinate with department staff to identify and develop gift entry processes and schedules to meet needs related to special events and other special projects.

Work with others to develop, review, and update department data and gift entry policies and procedures to ensure they reflect current entry standards and support effective staff training and monthly audit procedures.

Create and maintain biographical records in the development database, including donor information, address updates, and marital status changes.

Using Desktop Deposit program, prepare daily bank deposit; batch checks; update and reconcile batch book.

Sort and open all OSU Foundation incoming mail under dual control, sort out checks, date stamp all back up, endorse checks, and photocopy back up and checks as necessary.

Process all on-line gift transactions working closely with annual giving. Administer the reoccurring credit card process each month.

Participate in cross training in all other gift processing functions.

May be required to work longer hours and some weekends during peak workload periods i.e. fiscal year end (June 30) and calendar year end, including holidays.

Perform other duties as assigned.

Required Knowledge, Skills and Abilities

Comprehensive knowledge of:

• a large constituent relationship management database (CRM) such as Ellucian Advance CRM
• basic IRS requirements for processing gifts in an organization that is a 501 (C) 3 non-profit
• check processing, sorting, and batching

Proven skill in:

• the use of Microsoft Word and Excel
• written and oral communication
• demonstrating and providing exceptional customer services to donors, development officer and OSU staff while processing gifts, monitoring funds, depositing funds, and answering gift-related questions
• working in a collaborative way and responding in an effective manner to urgent problems and unexpected requests

Demonstrated ability to:

• be aware of, control, and express one’s emotions appropriately, and to handle interpersonal relationships maturely, thoughtfully, and empathetically, including the ability to work with individuals from diverse backgrounds
• learn daily deposit process using Desktop Deposit software
• research issues using tools available; including web-base research
• prioritize and work efficiently to meet deadlines with a keen attention to detail
• be flexible and to work constructively as change occurs
• juggle various duties at one time
• be flexible enough to change priorities as needed for workload
• work congenially with staff, administration, faculty, and others
• work in fast paced, high production department
• occasionally work more than eight hours per day, including some weekend hours
• demonstrate sound judgment and high integrity to work appropriately with confidential information
• occasionally drive an automobile for work-related activities
• work in an open cubicle environment and do extensive and repetitive keyboarding tasks, requiring ability to concentrate over conversations and other background noises
• effectively work in a team environment

Education and Experience Minimum Requirements

Associate degree and two years of experience with cash handling, check processing, sorting, and batching of gift receipts and experience working with a large, relational database. A valid Oregon Driver’s license required. Education and experience equivalencies will be considered.

Core Values

The OSU Foundation strives to be one of the best places to work in the country. We know that the success of the Foundation depends in large part on the people who carry out our mission. It’s what we do –and how we do it — that makes the difference. The Foundation’s core values reflect our approach to work and to each other, and we are committed to conduct consistent with these values.

collaborative · responsible · respectful · inclusive · innovative

Job Type: Full-time

Pay: Up to $45,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Holidays
• Weekend availability

Work Location: One location