Development Coordinator

Type of Appointment: Full Time, Probationary

Job Classification: Administrative Support Coordinator II

Anticipated Hiring Range: $4,367 - $4,634

Work Schedule: Monday - Friday 8:00 a.m.

- 5:00 p.m.

The Division of University Advancement is one of five central divisions of the university whose primary purpose is to enhance the private support and knowledge of the university. This is accomplished by initiating programs, events, and activities that stimulate the involvement and interest of alumni, friends, parents, corporations, and foundations to develop relationships that will foster and stimulate giving to the university.

The office that the Vice President of University Advancement oversees the offices of development, alumni and external relations, government and external affairs, advancement services, and annual giving. The division manages and operates the Cal Poly Pomona Philanthropic Foundations, which serves as the official entity to receive and manage all contributions to the University.

• Administrative Coordination:
  Draft and prepare professional correspondence and communications. Review and verify all documents requiring the attention, review, or signature of front-line development officers. Communicate with donors, prospects, and volunteers regarding University events, programs, and initiatives. Provide timely and accurate follow-up with donors and prospects based on inquiries or requests. Assist development officers in preparing customized funding proposals for individual projects. Draft acknowledgment letters and other donor communications as directed by development officers.
  
  Assemble and prepare briefing materials and documentation for prospect visits. Schedule and coordinate meetings, events, and appointments for development officers. Prepare agendas and supporting materials for meetings and events. Maintain and manage development officers’ calendars to ensure efficient scheduling. Coordinate, prepare, and track mailings, ensuring timely delivery and accuracy. Provide logistical support to development officers before, during, and after events.
  
  Participate actively in Administrative Professionals meetings to remain current on University policies and procedures. Attend regular Development meetings to stay informed and aligned with team goals. Collaborate with Prospect Research and Development Officers in preparing comprehensive briefing documents.
• Project Coordination Event Planning & Execution:
  Lead the full cycle of event coordination, including planning, scheduling, and on-site logistics. Responsibilities include creating and managing event timelines, coordinating the design and printing of invitations and programs, managing RSVPs and guest lists, scheduling vendors (caterers, speakers, etc.), and ensuring seamless event‑day execution. Sponsorship Outreach:
  Assist in the solicitation and follow‑up of sponsor ships for development initiatives such as events and special projects (e.g., golf tournaments, naming opportunities, etc.). Maintain consistent and professional communication with prospective sponsors. Donor Stewardship System:
  Develop and maintain a system for tracking donor engagement by giving level. Ensure appropriate contact, acknowledgment, and recognition are conducted in a timely and consistent manner. Alumni and Donor Communications:
  Plan, write, and produce communications—both print and digital—to keep alumni and donors informed and engaged. Coordinate scheduling and distribution to maximize impact and outreach. Web Content Maintenance:
  Maintain and update web content related to development initiatives, ensuring accuracy, timeliness, and alignment with strategic messaging.
• Data Management:
  Maintain and ensure the accuracy of mailing lists for campus support groups, advisory boards, and donor segments. Generate and/or request standard and ad‑hoc data reports to support fundraising, stewardship, and outreach efforts. Produce mailing labels and manage list segmentation for targeted communications. Generate and/or coordinate the request of prospect research reports to support development officer strategies. Track and analyze…