Coordinator of Institutional Support

Location: Saint Davids

The Coordinator of Institutional Support is a key position at Eastern University during an exciting time of growth and transformation in its history. We are in year three of our 2022-27 strategic plan, Inspire. Innovate. Impact. This position is essential to enhancing the University's engagement with faculty- and program-led initiatives to manage funding from foundations, corporations, and government sources. This position focuses on coordinating data collection and reporting for grant proposals and managing post-award activities, while fostering internal collaboration to ensure compliance and alignment with the University's strategic priorities.

Reporting to the Assistant Director of Institutional Support, the Coordinator will work closely with campus partners, including faculty, staff, the Office of Finance and Accounting, the Office of Institutional Research & Effectiveness, and other areas, to gather necessary program information, ensure accurate data collection, assist with developing compelling grant proposals, support post-award compliance, and assist with project management of the grant process from pre-submission through post-award.

This role requires a proactive approach to engaging partners, helping the Assistant Director and Director of Institutional Support align grant proposals with the University's goals and the interests of funding organizations, along with strong and consistent project management skills.

Eastern's current seventeen-member Advancement Office raises approximately $3 million-$5 million annually and aims to increase this in the coming years through grant awards, documented legacy gifts, unrestricted gifts to the annual fund, and stronger alumni and family engagement. The office has a collegial and collaborative ethos where staff communicate with one another and work together toward common goals. The successful candidate is expected to be a positive addition to the team.

Advancement/Engagement:

* Support the Assistant Director and Director of Institutional Support in coordinating with program staff and faculty to align fundraising efforts with the University's strategic priorities.

* Serve as a constructive liaison across the University, including faculty, staff, Finance and Accounting, Institutional Research & Effectiveness, and Advancement Services, to strengthen relationships and manage awards.

* Assist the Assistant Director and Director in gathering program information and collecting data from faculty and administrative units to inform strong grant proposals and reports.

Award Management & Compliance:

* Coordinate post-award processes, including kick-off meetings, internal communication, reporting calendars, and data collection.

* Track grant deadlines, deliverables, and financial requirements to ensure timely submission.

* Liaise with project directors and finance staff to support compliance with funder and University policies.

* Assist in preparing progress reports, financial reports, and close-out documentation.

Data & Record Management:

* Maintain accurate records in the Advancement CRM and grant management systems.

* Track proposals, awards, reporting requirements, and performance metrics.

Additional Duties:

* Lead the development and distribution of the institutional grants newsletter, coordinating content, drafting updates, and collaborating with internal partners to highlight key accomplishments and opportunities.

* Provide support for pre-award activities-including prospect research, grant writing, proposal coordination, and foundation/corporate relations-as delegated by the Assistant Director and Director of Institutional Support.

* Assist with the Institutional Support Budget, including submission of invoices, credit card reconciliations, etc., on behalf of the unit.

Status:

* Staff, Full-time, salary, 40 hours per week, 12 months per year.

* This position is partially remote following the satisfactory completion of the 90-day review.

* The work location/hours and use of accrued time off (annual leave, sick, personal, etc.) will follow University and Office of Advancement policies and procedures.

Strategic Thinking - Keeps the University's strategic objectives in mind when contributing to plans and initiatives for Advancement and foundation engagement. Can explain the link between program goals and the University's strategic direction. Makes informed decisions based on a clear understanding of the impact and consequences involved. Considers key financial factors (e.g., budget, revenue, resources) and thinks critically when making decisions.

Adaptability - Stays focused on work and responsibilities in a changing work environment. Can quickly reprioritize to ensure resources (e.g., staff, systems, tools) are in place to achieve objectives. Responds positively and supports change initiatives.

Communication and Networking - Articulates thoughts clearly and effectively. Consistently communicates with colleagues and the supervisor to ensure everyone is well-informed. Proactively builds…