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Law School Development & Alumni Relations Coordinator
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Position Number: 5779525
Location: San Diego, CA
Position Type: Alumni Associations and Services

Law School Development & Alumni Relations Coordinator

Position Title & Department: Law School Development & Alumni Relations Coordinator; School of Law

Posting #: 5065

Department Description:
USD School of Law is one of the 84 law schools elected to the Order of the Coif, a national honor society for law school graduates. The law school's faculty is a strong group of outstanding scholars and teachers with national and international reputations and currently ranks in the top 20% (36th out of 204) among U.S. law schools in scholarly impact according to a 2018 study. The school is accredited by the American Bar Association and is a member of the Association of American Law Schools. Founded in 1954, the law school is part of the University of San Diego, a private, independent, Roman Catholic university chartered in 1949.

University Description:
The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity's urgent challenges.

Detailed Description:
The coordinator will provide general administrative operations and development project-specific support to the Office of Development and Alumni Relations for alumni/donor/student outreach, engagement, cultivation, and stewardship. The coordinator maintains confidentiality and regularly uses tact and diplomacy. The coordinator contributes to and supports a harmonious work environment where teamwork and collaboration within all areas of the law school, the university, and the community are essential.

Duties and Responsibilities:

Donor/Alumni/Community Outreach

Schedule, confirm, and coordinate meetings with donors/alumni/prospects to meet with the Dean, Vice Dean, Faculty members, Senior Director of Development, Associate Director of Development, and Director of Alumni Relations; provide agendas, supporting documents, collateral materials; action items, and follow-up.
Coordinate the Dean's and university officials' attendance at Development and Alumni Relations events and programs.
Prepare donor and constituent prospect briefings for meetings, trips, and events.
Provide onsite support and staffing for law school events and programs as needed.
Prepare and produce regular reports and documentation before meetings of Major Gift Account Executives (MGAE), Prospect Management, Dean's Senior Leadership, Department, Board of Visitors, Law Alumni Board, and Board of Trustees.
Development Support: track and audit student scholarship accounts, interact with Law School Financial Aid to update and/or create yearly student application materials, update scholarships on the website and manage the annual Scholarship Appreciation Luncheon.
Manage donor agreement templates and support the Development team throughout the drafting process associated with agreements to establish various philanthropic funds, accounts, and allocations, including gift agreements, pledge agreements, memorandums of understanding, and similar agreements. This includes researching and gathering relevant information associated with the agreements. Engage in internal and external administrative work associated with the agreement writing process.
Draft documents tailored to donor prospects and interests, including historical data for specific areas, such as clinics, scholarships, professorships, and centers/institutes.
Provide major and leadership gift follow-up support for law school fundraising campaigns, including comprehensive and capital campaigns.
Assist the development team in preparing pledge agreements for donors and packaging fundraising proposals for submission.
Provide support to donors, prospects, alumni, students, and scholars.
Provide ongoing logistical support for events with a development focus, including the Scholarship Appreciation Luncheon, private scholarship luncheons, Development meetings, and presentations. Events with sponsorship or underwriting components will also necessitate logistical support from this role.
Provide specific support in coordinating Scholarship Appreciation Luncheon invitations and RSVPs for the School of Law.
Assist with processing scholarship recipient thank you letters, communicating with students to ensure scholarship donors have received annual thank you notes, preparing cover letters, merging segmented language into the documents, and mailing endowment reports to donors.
Become proficient with campaign software, Development data entry, and fundraising reports to aid with donor solicitations, meetings, portfolio hygiene maintenance, meeting preparation, one-on-one meetings with the Campaign Executive Committee (CEC), and Law School Fundraising and Philanthropy Committee efforts.
Query, generate, and upload alumni/donor records and email reports to Encompass, Advance, and Salesforce Customer Relationship Manager (CRM) for complete integrity in donor information and preparation for direct mail campaigns as well as regional events, the Big Give, Torero Tuesday, Campus-wide Campaigns, Law School Capital Campaigns, Law Firm Challenge, Milestone Reunions, etc.
Create and release email invitations/solicitations in Encompass, Yet Another Mail Merge (YAMM), or comparable mass email system and Salesforce CRM for Office of Development and Alumni Relations events and giving appeals/campaigns.
Support the Development Team in gathering donor-centric stories and firsthand experiences for the law school's monthly newsletter, The Docket; the law school's annual magazine, The Advocate; Donor Impact Reports; Stewardship Reports; and similar correspondence related to discovery, cultivation, solicitation, and stewardship efforts on behalf of the law school.
Conduct alumni metrics and data analysis relevant to philanthropy, stewardship, cultivation, discovery, and solicitation strategies.
Collaborate in developing ongoing strategies to enhance donor stewardship. Engage in high-touch, scalable stewardship with attention to detail and creativity. Coordinate with the main University to tie together stewardship resources with the entire campus and leverage available resources to benefit the law school's Development program.
When called upon, support Law Firm Challenge, including maintaining firm rosters, updating individual and firm records in Advance, data pulls, Cascade website updates, email communications, and scheduling.
Contribute to plans and ideas for expanding or originating critical programming through intentional, regular engagement with recent alumni of USD School of Law by serving as an additional contact for Milestone Reunion fundraising efforts by assisting the Development team in their work with reunion committees to formulate effective fundraising plans

Project Management

Coordinate direct mail projects involving mass solicitations, stewardship mailings, donor communications, and Milestone Reunions.
Help with photo and video shoots relevant to fundraising efforts for the Office of Development and Alumni Relations constituents.
Accurately accept, process, acknowledge, and track sponsorship and underwriting payments.
Assist the development department/team with periodic reviews and updates of Cascade features and website content for the Office of Development and Alumni Relations and Scholarships.
Other projects as assigned and prioritized by the Directors.

Data Management and Maintenance

Adhere to the budget for the Office of Development and Alumni Relations by processing expense and mileage reports through Concur-in a timely fashion.
Ensure appropriate budget allocation and line-item reconciliation of all Office of Development and Alumni Relations expenses, reconciling monthly and initiating corrective budget transfers when needed.
Manage the sponsorship/event registration revenue accounts for the Office of Development and Alumni Relations, reconciling monthly.
Maintain and update contact information, including contact information for all constituents in Advance, Encompass, and Salesforce CRM, including updates from returned mail, email bounce backs, and information from periodic fundraising communication.
Proactively conduct research to locate/edit contact information in Advance, Encompass, and Salesforce CRM for accuracy and efficiency in communicating with donors and prospective donors.
Code Volunteers, Committees, Affiliations, Events, and Participation in Advance/Affinaquest Database to enhance segmented fundraising efforts.
Enter contact reports for meetings, calls, correspondence, events (virtual and in-person), and interactions in a timely fashion.
Generate Advance (soon to be Affinaquest) database reports as requested by the Office of Development and Alumni Relations and other law school departments.
Utilize Fundraising Performance Management, Salesforce, and Affinaquest software to include, track, and record all information relevant to donor interaction, discovery, cultivation, solicitation, and stewardship efforts.
Create PowerPoint presentations, incorporating the most current presentation elements and technology to extend Development efforts.
Support Development procedures to update student lists/records from the Registrar's Banner database.

General Office Support

Be flexible to meet the demands and priorities of the Office of Development and Alumni Relations.
Ensure phone coverage during office hours from 8:30 a.m. to 5:00 p.m.
Serve as a poised contact for walk-ins, telephone, and email inquiries; refer inquiries to appropriate team members when necessary.
Monitor "law-dev" and "law alum" email inbox accounts and direct messages to appropriate individuals and departments.
Demonstrate professional communication with relevant USD departments, including University Advancement, Annual Giving, Alumni Relations, Finance, Catering, President's Office, Provost's Office, Human Resources, Dean's Offices, School of Law departments, and USD Schools/Centers.
Process gifts, sponsorships, purchase orders, invoices, reimbursements, and returns with truthfulness, ethical decision-making, accuracy, and attention to detail.

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Job Requirements:
Minimum Qualifications:

Valid Driver's License and the ability to drive to off-campus event/meeting venues as needed.
A high school degree is required.
Three years of general office experience is required; a high degree of external contact is preferred.
Strong computer skills in spreadsheet reporting, database maintenance, web content management, and maintenance.
A minimum intermediate-to-high achievement with Word, Excel, Google Suite, CRM, and Salesforce is preferred (Human Resources will perform skill testing).
Demonstrated database management skills, including basic-to-intermediate report-generating skills and the ability to transform data into management-level reports.
Ability to independently prioritize workload effectively to meet deadlines.
Ability to provide training and project supervision for federal work-study students.
Extremely high degree of accuracy and attention to detail.
Demonstrated problem-solving and analytical skills with the ability to proactively communicate potential problems and solutions for all aspects of office operations.
Strong written and verbal skills and the ability to draft and edit correspondence.
Ability to handle confidential information, maintain strict confidentiality, and exhibit good judgment in dealing with administrators, faculty, students, staff, and external constituents, including board members, donors, and prospective donors.
Ability and desire to work in a busy, multi-faceted, fast-paced office environment with a high degree of calm, confidence, positivity, and professionalism.
Ability to collaborate and coordinate work with all Development and Alumni Relations department members.

Preferred Qualifications:

Bachelor's degree is preferred.

Posting Salary:
$23.45 - 26.72 per hour; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Special Application Instructions:
Resume and Cover Letter Required
Click the 'Apply Now' button to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers' review. If you have any questions or difficulties please contact the Employment Services Team at jobs@sandiego.edu.

Additional Details:
Hours: 37.5 hours per week

Closing date: Open until filled

Note: External job postings will be up for at least three days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: October 14, 2024
Applications close: Open until filled

To apply, visit https://jobs.sandiego.edu/cw/en-us/job/496839/law-school-development-alumni-relations-coordinator