Foundation Project Coordinator

Foundation Project Coordinator

Reporting to the Vice President of Advancement, the Coordinator will coordinate a wide range of tasks, projects, and ongoing initiatives that ensure the success of the Division of Advancement and the MWSU Foundation. Key responsibilities include planning and executing complex on‑and off‑campus special events; donor engagement and stewardship programs; and documentation and data management initiatives. Handles administrative functions within the Division of Advancement, including preparing financial documents and monitoring budgets.

The Coordinator will be responsible for advancing and reporting on all assigned projects; ensuring each is staying on time, on budget, and at a level of quality to perform as intended; and regularly reporting and communicating the status and outcomes of all projects to leaders and stakeholders.

Acting on direction from senior staff, the Coordinator will exercise significant autonomy regarding how to allocate available time and resources to complete each project, and will work closely with top donors, key volunteers, external partner organizations, campus leaders, and external vendors of services, event spaces, catering, collateral materials, and more. For each project, the Coordinator will conduct research, collect information, develop a proposed strategy for achieving the outcomes, confer with the specific Project Leader assigned by the Vice President and Executive Director and execute the approach they approve.

The ideal candidate shall be a dynamic self‑starter, talented and positive communicator and collaborator, strategic thinker with high attention to detail, and one who is comfortable successfully balancing multiple high‑priority projects. The incumbent must be professional, poised, and act with considerable discretion.

• As directed by the manager of a given project or initiative, independently research, plan, and execute programs for the Division of Advancement. Coordinate the implementation of philanthropic advisory councils for academic and other units; support the planning and execution of city‑based donor engagement programs; and assist with Presidential events focused on advancement objectives. Support outreach and marketing to planned gift prospects.
• Solicit information from faculty, staff, students, and administrators and develop stewardship content; organize major donor stewardship activities for the planned giving society, the Centennial Circle, and the On Griffon Wings program.
• Coordinate special events for Advancement. This entails scheduling room reservations, developing invitation lists, producing and delivering invitations, tracking RSVPs, selecting catering, arranging parking and security as needed; organizing AV services, agenda, videos, reports or other collateral materials; developing presentations and scripts and run‑of‑show summaries; securing guests and speakers; arranging seating charts; providing VIP guest services or fulfillment of the special needs of guests;
  
  and coordinating the delivery of ongoing strategic communication streams that support these events or activities. Evaluate outcomes and produce after‑action reports to document performance and identify areas for future improvement. As directed, ensure events have attracted sponsors by collaborating with solicitors. Assist in the development of event and activity budgets and coordinate with vendors. Coordinate the recognition of sponsors or event hosts.
  
  As directed, fulfill similar events duties for the Foundation. Support the planning and execution of the Foundation’s annual donor appreciation event. Support ribbon cuttings, ground breakings, and other unique events as directed.
• Coordinate the volunteer activities of the 24‑person Alumni Board. As directed, schedule Board and Committee meetings, socials, and retreats. Coordinate the development and communication of agendas, dashboard reports, and other supporting materials. Produce meeting minutes. Track action items and ensure they are completed. As directed, support the work of each Board committee, including the award and member nominations process. Maintain records of Board…