Cultivation Coordinator, Pomona Plan

About Pomona College

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.

The Cultivation Coordinator provides cultivation and analytics support for the Office of the Pomona Plan, serving as primary contact to answer and screen inbound calls from prospective donors and as primary administrative support for the cultivation and stewardship of life‑income donors. The role works independently and collaboratively, performing a broad range of marketing, analytical, clerical and administrative support for the Office of The Pomona Plan and assisting gift officers with planning and follow‑up on donor visits.

• Donor Cultivation and Stewardship
  • Answer inbound calls from prospective Pomona Plan donors using a cultivation script; capture marketing source and connect callers with the appropriate gift officer.
  • Serve on the Pomona Plan marketing subgroup and act as liaison to the Advancement Communication team coordinator for marketing strategy, implementation, and tracking.
  • Provide administrative support for gift officers in cultivation and stewardship activities for life‑income donors, including finalizing and mailing proposals and responses to inquiries.
  • Maintain the CRM for donor cultivation and stewardship—enter new prospects, proposals, opportunities, call reports, marketing sources, and appeals.
  • Collaborate with gift officers to plan and follow up on donor visits; prepare visit letters, files, reports, and tele‑conf during off‑campus visits.
  • Negotiate campus schedules for donor visits, build agendas, troubleshoot problems, and provide exceptional customer service during campus visits.
  • Prepare or finalize call reports and correspondence after gift officer visits; update CRM and coordinate reminders for future visits.
  • Monthly: pull relevant life‑income donor list, hand‑inscribe standard birthday messages on stewardship cards, mail them, and document in CRM.
  • Annual: lead the effort to send holiday gifts to select life‑income donors, interface with the holiday gift vendor, procure stewardship items (e.g., polo shirts, notebooks), and manage vendor relationship and budget alignment.
• Data Management and Analytics
  • Independently develop lists through CRM for print/email marketing, office statistics, metrics, portfolio ratings, and custom list pulls.
  • Provide expertise on data management questions and serve as lead liaison to Advancement Services for custom list pulls.
  • Lead monthly close for cultivation analytics and related reporting metrics, including a report on leading cultivation indicators.
  • Pull or collaborate with Advancement Services to provide custom reports on proposal activity and other cultivation activities as requested.
  • Act as lead contact on CRM implementation, customization, enhancement, and maintenance.
  • Research and maintain a database of key industry statistics, including comparative commercial annuity rates and IRS discount rate projections.
• Administration
  • Primary point of contact for the Pomona Plan Office with the Advancement division; route calls and assist staff with workflow organization.
  • Answer phones, greet visitors, and manage incoming mail.
  • Assist senior leadership with organizing paperwork, managing mail, returning calls, and preparing correspondence and reports.
  • Maintain proficiency in Windows, MS Word, Excel, Outlook, and other required software.
  • Maintain Outlook calendar for the Office, reflecting staff trips, vacations, and commitments.
  • Help lead weekly team meetings: prepare template agenda, collect submissions, capture notes.
  • Organize team events such as yearly retreats and convocation lunch celebrations.
  • Coordinate office space, supplies, and facilities requests; oversee expense reporting and processing; track expenditures against budget.
  • Lead the digitization project for all office files while preserving historical data.
• Donor Relations
  • Provide clerical…