Donor Relations Coordinator - #135339
California State University
Job ID: 530873
Donor Relations Coordinator (Administrative Support Coordinator I), Philanthropic Giving
September 18, 2023 Closing Date:
October 2, 2023
The Donor Relations Coordinator will be part of an amazing team of Advancement professionals and will perform a wide range of responsibilities that will advance the donor relations efforts for the university. This position will provide key support and resources to the Director of Donor Relations and the Philanthropic Giving team to ensure donor relations and engagement strategies are being met by the campus.
Major duties and responsibilities:
- Full coordination of Donor Birthday Card program: pull monthly birthday reports; make recommendations for signatories; prepare individual folders and coordinate their distribution among Directors of Philanthropy and administrators for signature; handwrite envelopes and prepare for mail.
- Coordination and execution of the First-Time Donor program: pull monthly reports; check for accuracy and duplication; identify and research any high-level first-time donors; oversee mail merge for labels and preparation for mail.
- Work closely with Director of Donor Relations, Directors of Philanthropy, and prospect research in support of various donor-relations tasks, including ordering flowers, purchasing gifts, preparing greeting cards for signature.
- Provide preliminary research conducted via donor database and various online sources in collaboration with Prospect Research Analyst.
- Work with Advancement Services staff to make recommendations and request lists for invitations, holiday cards and mailings. Ensure lists meet established criteria; check for duplicates; sort and manipulate lists as needed for specific purposes.
- Work directly with Directors of Philanthropy and other staff to identify donor/student/community stories and make recommendations for features in campus publications, website, etc. for donor relations purposes.
- Provide timely reminders to Directors of Philanthropy regarding upcoming stewardship tasks and activities based on individual stewardship plans.
- Provide general administrative support, including but not limited to: carefully proofing a variety of written materials; drafting brief messages; scheduling meetings; working with Advancement Services staff to ensure donor database is updated with appropriate donor/fund information; researching best practices; evaluating current programs and initiatives and make recommendations for improvement; tracking progress on a variety of projects; provide supervision and direction to student assistant(s); event set-up and planning.
- Under the guidance of the Director of Donor Relations, coordinate and track the acknowledgement process for donor gifts.
- Assist with tasks and timelines on individualized donor relations plans for CSUSB’s top donors.
- Coordinate and assist with planning of campus wide donor relations and engagement activities.
- Request data and prepare invitation lists for donor events; coordinate logistics and RSVPs for events; submit required approval forms; reserve space and submit purchase orders in support of event execution; work with Advancement Services staff and ensure invitees and attendees are recorded in the donor database.
- Work with Advancement Services staff to ensure donor database is updated with proper stewardee information for donor allocation and funds.
- Work closely with the Advancement Services team in review of donor scholarship thank you letters. Deliver, track and update database with mailing of letters to all donors.
- In collaboration with the Philanthropic Giving and Advancement Services team, coordinate the distribution of student thank you letters to donors. Coordinate with Strategic Communications on designs for donor communication templates.
- Coordinate the annual distribution of scholarship and program endowment reports; request data for donor impact reports such as historical scholarship and financial data; work with Strategic Communication on donor report designs.
- Other duties as assigned.
Minimum Qualifications: Required Education and Experience
- High School diploma or its equivalent
- Three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
- Ability to manage multiple projects independently in a fast-paced organization with competing priorities and distractions.
- Experience to be fully functional in all technical aspects of work assignments. Demonstrated proficiency and ability to effectively use common computer and technology programs and related computer software packages (e.g., Microsoft Office Suite, Zoom, etc.) in the course of assigned duties.
- Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
- Thorough knowledge of English grammar, punctuation, and spelling.
- Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
- Ability to independently handle multiple work unit priorities and projects.
- Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
- Working knowledge of budget policies and procedures.
- Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
- Ability to draft and compose correspondence and standard reports.
- Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
Compensation and Benefits:
Anticipated Hiring Range: $4,000 - $4,167 per month
Classification Salary Range: $3,505 - $5,508 per month
The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 14 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.
Work status: Full-time/Non-Exempt/Probationary
Academic year schedule: Monday through Friday (8:00 am – 5:00 pm), some evenings/weekends.
Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.
This position is a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.
The application deadline is: October 2, 2023
As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.
California State University, San Bernardino in not a sponsoring agency for staff or management positions (i.e. H1-B Visas).
Conditions of Employment
Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at
Statement of Commitment to Diversity
In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.
California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact Nora Jean Fernandez, ADA Manager at [email protected]
CSUSB is a smoke and tobacco-free campus.
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: