Development Coord, Shidler Coll of Bus

POSITION INFORMATION

Department: Shidler College of Business

Full-Time, Exempt Status

POSITION SUMMARY

The Development Coordinator (“Coordinator”) is responsible for providing administrative and project support for the University of Hawai‘i Foundation Shidler College of Business (“Shidler”) Development Team.

REPORTS TO: Director of Development, Shidler College of Business

SUPERVISES: Student Assistant(s)

essential functions

Development and Administrative Support

• Organize and facilitate meetings, schedule and coordinate dates and times, venues, attendance, agenda, and facilities, takes minutes when necessary and provide administrative support and follow-up on matters arising from internal, external and donor meetings.
• Coordinate travel schedules, make travel arrangements, and prepare travel briefings for UH Foundation and UH leadership.
• Prepare materials for presentations and briefings on top level prospects and donors for UH Foundation and Shidler leadership.
• Assist in account establishment, inquiry, and forms preparation support, as well as reimbursement process.
• With other administrative personnel, provide back-up administrative and telephone support for the seamless functioning of UH Foundation offices.

• Assist with donor follow-up.

Prospects and Donors

• Maintain an effective suspect/prospect system for the Shidler Development Team, input contact reports, entity updates and proposals in the Foundation’s database, and develop and run reports as necessary.

Communications

• Establish and maintain effective working relationships with a broad constituency within the UH Foundation and the University of Hawaii System.
• Communicate in writing and/or verbally with high profile internal and external contingents, including University and UH Foundation leadership, donors, and supporters.
• Research, draft, edit and proofread written communications for a broad array of topics. Gather and compile information and data from various sources into the appropriate format for use in a variety of interactions. The format may include speeches, presentations, briefing materials, solicitations or talking points that would be used for discussions, meetings, events, proposals, reports and other correspondence.
• Relaying and resolving routine telephone inquiries, establishing, and maintaining records.

Special Projects and Special Events

• Manage and complete special projects as requested including research and preparation of communications, correspondence, reports, and other materials as required.
• Assist with organizing and facilitating special events when appropriate. Schedule and coordinate dates and times, venues, and vendors. Extract and analyze data to generate guest list; assist in design and preparation of invitation; coordinate RSVPs. Prepare event briefings. Provide support at events, as necessary. Provide administrative support and follow-up on matters arising from the events.
• Assist with additional development functions as assigned.

EVALUATION

The Development Coordinator will meet annually with his/her supervisor to put in place a plan for the year. At the end of each year, the Development Coordinator and his/her supervisor will review progress toward the annual goals.

QUALIFICATIONS

Minimum of two years of progressively responsible work experience preferably in a non-profit setting with an alumni, development, educational or membership organization.

• Bachelor’s degree is required;
• Ability to communicate clearly and eloquently in written and spoken form;
• Ability to inspire and manage volunteers and colleagues;
• Ability to work with a diverse community;
• Ability to manage competing projects;
• Ability to meet deadlines and maintain self-motivation;
• Ability to manage and manipulate databases;
• Proficient in Word, Excel, Outlook;
• Experience in higher education a plus; and
• Ability to work effectively in a large complex, dynamic organization balancing competing priorities.
• Exemplify and live the values of the UH Foundation (accountability, excellence, integrity, service, teamwork and trust.)

WORKING CONDITIONS

The Coordinator will work primarily in an office environment and will need to sit or stand for extended periods while either working at a computer, attending a meeting, or performing deskwork. Based at the University of Hawaii at Mānoa campus, the Coordinator may need to visit areas of the University campus, as well as locations in and around O‘ahu. This position will involve travel, mostly by auto, occasionally by air and may require overnight stays. Employee must have a valid driver’s license and an acceptable driving record or an acceptable mode of transportation. The employee may need to work some evenings and weekends and must be able to work to the demands of the position, which may exceed a 40-hour workweek. Must be able and willing to travel interisland and nationally upon request.