Development Coordinator, Foundation & Corporate Relations

Payroll Title: PROJECT POLICY ANL 2

Job Code: 007397

Job Open Date: 9/12/24

Application Review Begins: 9/27/24

Department Code (Name): DEVL (DEVELOPMENT)

Percentage of Time: 100

Union Code (Name): 99 - Non-Represented (PPSM)

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 19

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $28.74 - $34.48/hr. The full salary range for this position is $28.07 - $48.28/hr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.

Work Location: Cheadle Hall - 4219

Working Days and Hours: Mon - Fri, 8 am - 5 pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations) One day a week eligible for remote work, at approval and discretion of supervisor. The University has the authority to change or revoke hybrid scheduling with reasonable notice. Incumbent must be available to be in the office full time should operational needs require it.

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The UC Santa Barbara Office of Development blends the strengths of both a centralized and a decentralized operation. Although all development officers report to the Associate Vice Chancellor for Development or his/her designee, some are dedicated to specific schools and units, working hand-in-hand with Deans, Directors and faculty to secure private support. Additional development officers focus on specific regions of the country and/or are dedicated to increasing involvement by alumni, parents and friends. A strong central core initiates programs, or provides guidance and expertise, in foundation relations, planned giving, capital projects, donor stewardship, The UCSB Foundation and other areas of specialization. An integrated tracking and coordination system ensures a collaborative and smooth working environment, all aimed at enhancing UC Santa Barbara's attractiveness to, and involvement with, the private sector.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC and why You Belong at UC.

Brief Summary of Job Duties:

Reporting to the Senior Managing Director of Development, Foundation & Corporate Relations ("Sr. Director") and with assignments and tasks from the other Development Officers in the unit, the Development Coordinator, Foundation and Corporate Relations ("Development Coordinator") is responsible for the following: meeting complex foundation proposal and budget deadlines; drafting gift and grant letters and proposals and other donor-facing materials and correspondence; researching foundation relations website; running and distributing regular reports and analytics regarding program progress; supporting the unit's Development Officers in their strategy meetings with faculty and colleagues to identify foundation-aligned projects on campus and to determine and complete relevant next steps; working with the Director of Corporate Relations on strategic projects; under supervision of Sr. Director, designing and implementing communications plan and procedures for foundation donors and prospects; managing and collaborating with the Prospect Services Team on critical foundation donor prospecting projects; managing foundation prospect tracking and moves; producing stewardship reports for donors at the direction of development officers; managing stewardship campus events for foundation donors; overseeing acknowledgement letters for foundation donors, in collaboration with Donor Relations and other development officers; partnering with other unit based analysts to ensure strong coordination with foundation prospects. Under the direction of the Sr. Director, works closely with the Prospect Services Team or others to review and analyze data as it relates to fundraising strategies for foundation prospects. Responsible for a key component of the solicitation process of major ($100K+) and principal ($1M+) foundation prospects. Incumbent also trains colleagues on assessing the suitability of foundations for their areas and the ways to launch the cultivation and solicitation relationship. Provides reports and information to the Director and Prospect Services Team. Works closely with central and unit based teams on collaborative projects and related prospect issues. Under the direction of the Sr. Director, supports implementation of new systems for Development Officers on the Foundation and Corporate Relations team to manage current and prospective relationships and support tracking to personal and team goals throughout the year. The Development Coordinator, under the direction of the Sr. Director, will also support all foundation donor stewardship activities in coordination with the Donor Relations & Stewardship team and others. The position also includes the processing of gifts, travel and expense reimbursements and budget tracking, travel arrangements and miscellaneous office support for the unit.

Required Qualifications:

• Bachelor's degree in related area and/or equivalent experience/training
• 1-3 years Strong organizational skills and unfailing attention to detail and accuracy.
• Exceptional verbal, writing, comprehension and interpersonal skills that foster positive relationships with diverse populations and understanding complex and often subtle national foundation priorities and objectives.
• Excellent computer skills including proficiency in Word, Excel, Google Suite and demonstrated ability to quickly learn various software programs and application portals.
• Ability to work independently as well as part of a collaborative team and to maintain strict confidentiality in all aspects of work.

Preferred Qualifications:

• Experience working in public policy and/or contracts and grants.
• Experience working in the non-profit or corporate sector is a plus.

Special Conditions of Employment:

• Satisfactory criminal history background check
• May be called upon to work occasional weekends at various Development Office, Institutional Advancement or campus-wide events.
• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

30% Outfacing Pre-Solicitation & Cultivation

• Conducts in-depth identification, qualification, and other research on foundation and corporate prospects, including but not limited to investigating giving history, grantmaking programs and guidelines, staff and leadership information, awardees and partners, and requests for proposals (RFPs) from a variety of sources, such as foundation reports, press releases, online databases, internal campus files, 990s, news articles, and others. Verifies specific and sometimes conflicting information on these prospects with the aim of supporting successful solicitation and stewardship.
• Occasionally manages large foundation proposals, budgets and related processes, potentially including identification, verification and basic research. Includes coordination with foundation relations and other development colleagues, Prospect Research team, academic/research units and administrative units such as Office of Research and Office of the Chancellor.
• Responsible for integrated tracking and reporting systems for entire foundation relations program.
• Synthesizes material from multiple sources, compiles and edits into coherent, accurate and concise briefings/reports.
• Writes letters, drafts proposals or cover letters for the Chancellor or other campus VIPs, using established standards of style, grammar and content. Adheres to university and professional research standards of discretion and confidentiality.
• Works closely with the Sr. Director and others to provide reminders, drafts and updates to development officers on strategy and moves management with foundation prospects, ensuring forward progress along the donor continuum.
• Complies with best practices set forth by Office of Development Prospect Services Team and with expected levels of standards.

30% Proposal Preparation & Prospect Tracking

• Conducts standard qualification research, verifying specific and sometimes conflicting information on potential foundation donors. Sources used may include internet sources, reference books, internal files, computer databases, the library, Foundation Search and phone and mail resources.
• Responsible for integrated tracking and reporting systems for entire foundation relations program.
• Synthesizes material from multiple sources, compiles and edits into coherent, accurate and concise briefings/reports.
• Writes letters, drafts proposals or cover letters for the Chancellor or other campus VIPs, using established standards of style, grammar and content. Adheres to university and professional research standards of discretion and confidentiality.
• Works closely with the Director and others to provide reminders, drafts and updates to development officers on strategy and moves management with foundation prospects, ensuring forward progress along the donor continuum.
• Complies with best practices set forth by Office of Development Prospect Services Team and with expected levels of standards.

15% Donor Relations & Stewardship

• Supports the Sr. Director and Foundation Relations team with stewardship activities such as thank you letters.
• This project includes establishing a second generation tracking system within Advance, geared towards the specific needs of donor relations contacts within foundations and corporations and ensuring data integrity.
• Throughout the year, at the direction of the Director, he/she will create impact reports for donors, including seeking out data and maintaining master lists of student recipients, writing and basic graphic design. He/she will also manage the acknowledgement letter process, which includes coordinating with Donor Relations and Stewardship to ensure they are personalizing letters for parents with student information.
• Creates and manages timelines for stewardship events during the academic year. This includes coordinating with venues, caterers, presenters, rentals, creation of invitations, drafting of briefings and remarks, and more to ensure all the details of the event run smoothly.

15% Complex Analysis & Reporting

REPORTING:

• Drives stewardship reporting cycles for foundation donors by proactive collaboration, follow-up and seeing reports through to completion.
• Coordinates with Academic Units as necessary to ensure all information represented is correct.
• Collaborates with all team members to obtain letters from faculty, deans, students or other campus administrators for the purpose of impact reporting.
• Maintains an annual calendar for stewardship, including letters, impact reports, and events.

DATA ANALYTICS:

• Proactively represents foundation relations for ever-evolving improvement in database and reporting capabilities.
• Reviews data for the purposes of developing strategic donor stewardship, evaluating a combination of quantitative and qualitative data.
• Works alongside director to create protocols, schedules, criteria and best practices around donor reporting, communication, donor referrals and tracking, and research progress.
• Produces data reports for decision-making, will also create new reporting and tracking processes when necessary.

10% Other

• Supports the Sr. Director and the Foundation Relations team with other donor engagement strategies including proposal writing and event support.
• May potentially manage one or more students; delegates appropriate projects and tasks while monitoring progress.
• Supports the Foundation Relations Team (Research and PMATS) with other activities as needed throughout the year including but not limited to proposal and budget support, contact reports, and prospecting activities.
• Processes gift as well as grant paperwork and ensures donor funds are booked appropriately.

UC Vaccination Programs Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information:

UC Santa Barbara COVID-19 Information

University of California Policy on Vaccinations

* Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

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UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For more information:

University of California's Affirmative Action Policy

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