Job No: 530057
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Fundraising & Alumni Relations, Temporary, Full TimeJob Summary:
The Annual Giving Office and Stewardship Coordinator is a vital team member supporting the Annual Giving department overall in an administrative capacity. Under the direct leadership of the Director of Annual Giving, the Annual Giving coordinator will provide crucial input on all administrative, stewardship, and budgeting areas. As well as assisting in coordinating and filling out necessary paperwork to hire office student assistants, Jr. Coyote Ambassadors, and Social Media students. Lastly, the staff member will assist in coordinating and implementing activities and campaigns such as Faculty-Staff Campaign, Giving Days, and special appeals.
Insert major duties and responsibilities.
Administrative:

• Provide a complete range of administrative support for the director and professional staff, including preparing correspondence, coordinating meetings and related logistics, procuring supplies and materials, processing electronic and U.S. mail campaigns, processing staff and student time sheets, developing accurate invitation lists, and providing support for special events and fundraising campaigns.
• Coordinate and maintain department and director's calendar, including a comprehensive master calendar of events, meetings, projects, and mailings. Anticipate and prevent scheduling conflicts and oversights.
• Coordinate travel arrangements and reimbursements for the department.
• Coordinate, train and lead student assistants, providing direction and oversight of workflow.
• Coordinate scheduling of meetings with on campus departments and student clubs and organizations, working with the director and officers to plan, prepare for and conduct sessions, including developing and distributing agendas and meeting materials and following up on all action items from committee, always ensuring that members receive reports and information needed to fulfill their responsibilities.
• Coordinate the collection of current information on key issues as they relate to upcoming meetings and assure that all appropriate supporting background materials are reviewed for accuracy and are available to meeting attendees.
• Conduct Annual Giving meetings with development/Annual Giving staff to evaluate the program's level of efficiency, overall program progress, and results.

Stewardship:

• Coordinates and writes weekly thank you cards to donors. Following the thank you card stewardship gift amount level and thresholds to determine card type.
• Maintain the thank you card database to keep track of thank you cards.
• Provide support to the Annual Giving Marketing and Program Specialist in year-round stewardship efforts and end of campaign stewardship strategies. Coordinates uploading thank you card data into Advance in a weekly and bi-monthly upload.
• Helps prepare electronic communication to steward donors.
• Provides support in conceptualizing and writing verbiage for the End-of-year donor Impact Report.
• Coordinates with the Office of Donor Relations to ensure all stewardships processes are followed without overlap.

Administration:

• Maintain General Fund for the department and auxiliary accounts/budgets for all Annual Giving accounts.
• Reconcile and monitor funding allocations and financial transactions, apprising the director and coordinators of balances and any unusual patterns.
• Prepare monthly and quarterly reports for all budgets, as well as forecasts of expenditures and revenues for department.
• Interpret and apply State and Foundation accounting procedures and policies to ensure compliance.
• Anticipate system-wide budget requirements, such as the Advancement Expenditures Report, and ensure all reporting requirements are met in an accurate and timely way.

University Advancement Participation:

• Participate in divisional strategic planning, goal setting, event planning, and project status sessions.
• Maintain the highest standards of development procedures and protocols utilizing various forms, report formats, databases, and clearance procedures.
• Collaborate with the Office of Strategic Communication to ensure that all development-oriented direct mail and email solicitations, communications, and events adhere to campus-wide and divisional graphics and professional communication standards.
• Integrate development efforts with central advancement staff and gift processing staff to ensure accurate gift recording and receipting.
• Assist with general donor cultivation, solicitation, and stewardship as part of a development team that attracts additional support that is important to all colleges, schools, and programs. Conduct Annual Giving meetings with development/Annual Giving staff to evaluate the program's level of customer service, overall program progress, and results.
• Other duties as assigned.

Minimum Qualifications: Required Education and Experience

• High School diploma or its equivalent.
• Three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Qualifications

• Experience to be fully functional in all technical aspects of work assignments.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculating ratios and percentages, tracking financial data, and making simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.

Preferred Qualifications

• Experience in developing donor stewardship and engagement strategies
• Experience in non-profit or higher education fundraising
• Knowledge of donor stewardship best practices.
• Experience in maintaining the database of donors, tracking gifts, and fulfilling reporting requirements to all stakeholders.

Compensation and Benefits:
Anticipated Hiring Range: $3,505 - $3,750 per month
Classification Salary Range: $3,505 - $5,508 per month
The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 14 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.
Position Information:
Work status: Full-time/Exempt/Temporary (up to one year with the possibility of further renewal)/Emergency Hire (up to 120 days or 180 days)
Academic year schedule: Monday through Friday (8:00 am - 5:00 pm), some evenings/weekends.
Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.
The application deadline is: November 8, 2023
As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.
California State University, San Bernardino in not a sponsoring agency for staff or management positions (i.e. H1-B Visas).
Conditions of Employment
Background Check
Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
Mandated Reporter
The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
I-9
CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
Statement of Commitment to Diversity
In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.
California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion
Closing Statement:
Reasonable Accommodation
We provide reasonable accommodation to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact Nora Jean Fernandez, ADA Manager at Nora.Fernandez@csusb.edu
Smoking
CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.
Clery Act
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act