Cultivation Coordinator, Pomona Plan

Cultivation Coordinator, The Pomona Plan

Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges.

JOB PURPOSE:

The Cultivation Coordinator provides cultivation and analytics support for the Office of the Pomona Plan, serving as primary to answer and screen inbound calls from prospective donors and the primary administrative support for the cultivation and stewardship of life-income donors. The Cultivation Coordinator works independently and collaboratively, performing a broad range of marketing, analytical, clerical and administrative support for the Office of The Pomona Plan.

This position is also responsible for helping gift officers to plan and follow-up on donor visits and assists staff with projects and assignments.

ESSENTIAL FUNCTIONS:

Under the direct supervision of the Associate Director of the Pomona Plan, this position collaborates with others to carry out the following essential duties and responsibilities:

• Is the primary to answer inbound calls from prospective Pomona Plan donors in response to advertising. Screens these calls using a cultivation script and program knowledge to answer initial questions, capture marketing source and ensure the caller is connected with the appropriate gift officer for further cultivation. Uses friendly, open, and engaging language along with substantive knowledge to put prospective donors at ease, welcome their interest and convey the expertise available within the team as a whole.
• Serves on the Pomona Plan marketing subgroup and acts as liaison to the Advancement Communication team coordinator for marketing strategy, implementation and tracking.
• Provides primary administrative support for the gift officers (the Senior Director, Director and Associate Director) in their cultivation and stewardship activities for life-income donors. In particular, the position finalizes and mails proposals and other responses to inquiries from donors and prospective donors.
• Primary responsibility for maintaining the CRM related to donor cultivation and stewardship activities, including entering new prospects, new and updated proposals and opportunities, call reports and marketing sources and appeals.
• Collaborates with the gift officers to plan visits with and other stewardship activities for our life-income donors and prospective donors. For gift officer visits away from campus, may prepare visit letters, visit files, and reports as requested by the gift officers, and may telephone donors and prospects in advance of visits and otherwise as requested by the gift officers. For donor visits to campus, negotiate schedules with campus partners to build out meaningful agendas for donors when they visit campus, serve as either the lead or the key resource for all arrangements, troubleshoot problems and provide exceptional customer service for the entirety of their visit.
• After gift officers complete visits, prepares or finalizes call reports and any correspondence necessary. Enters visits in the CRM and updates other information in the CRM.
• Coordinates with the gift officers on a system of reminders (through the CRM and the Outlook Calendar) for future visits and other cultivation and stewardship activities.
• On a monthly basis, independently pulls the list of relevant life-income donors, develops and hand inscribes a standard birthday message on stewardship birthday cards and ensures timely mailing and CRM documentation, as needed. On an annual basis, leads the effort to send holiday gifts to select life-income donors, including pulling the list of relevant donors and interfacing with the holiday gift vendor.
• Leads the office to select and procure stewardship gift items like Pomona Plan polo shirts and notebooks. Oversees and maintains the relationship with the stewardship gift vendor and ensures expenses for yearly purchases align with budget

Data Management and Analytics

• Independently develops and pulls lists through the CRM for (i) all standard Pomona Plan print and email marketing, (ii) office statistics and metrics, and (iii) ratings and portfolio management. Provides expertise on data management questions. Also serves as lead liaison to Advancement Services for custom list pulls.
• Leads the monthly close for cultivation analytics and related reporting metrics, including a report on the leading cultivation indicators. Also pulls or works with Advancement Services to pull custom reports on proposal activity and other cultivation activity as requested.
• Acts as the lead point of contact with Advancement Services on CRM implementation, customization, enhancement, and maintenance
• Researches and maintains a database of key industry statistics including comparative commercial annuity rate…