Coordinator, Donor Relations

Title: Coordinator, Donor Relations

Department: Donor Engagement & Events

Duration: Indefinite

Employment Status: Non-Exempt, Full Time, 40 hours per week

Job Summary

Reporting to the Director of Donor Relations and situated within Advancement Operations under the leadership of the Associate Vice President, the Donor Relations Coordinator supports the delivery of a thoughtful, timely, and high‑quality donor experience. The Coordinator supports donor acknowledgement, stewardship, and data management processes, ensuring the institution meaningfully recognizes philanthropic support and fulfills stewardship commitments at every level.
The Coordinator works closely with donor relations, advancement operations, and campus partners to manage stewardship workflows. The Coordinator produces donor communications and recognition materials and supports stewardship initiatives and events. The Coordinator maintains accurate donor records, through hands‑on coordination, collaboration, and attention to detail. The Coordinator will contribute to a culture of stewardship, accountability, and donor-centered engagement across the institution.

This position is represented for purposes of collective bargaining by SEIU.

Job Duties

• 25% - Acknowledgements and Donor Communication Production - Manage the timely production of donor acknowledgements and stewardship communications, including reports for leadership major and principal gifts, and donor advised funds, ensuring accuracy and adherence to institutional standards. Customize correspondence as needed and coordinate approvals and distribution. Maintain quality control processes to ensure all donor communications reflect established standards for accuracy, tone, and presentation. - (Essential)
• 25% - Stewardship Workflow and Project Coordination - Maintain production schedules and track stewardship deliverables, events, and projects to ensure timely completion. Monitor deadlines, follow up on outstanding items, and communicate project status to advancement partners and stakeholders. Coordinate with advancement, academic, and administrative units to support efficient stewardship workflows. Provide logistical and administrative support for stewardship initiatives and events, including preparing materials, coordinating with vendors, tracking RSVPs, and providing on‑site assistance as needed. Document project progress and completion and identify and escalate risks to timelines when appropriate. - (Essential)
• 20% - Data and Documentation Management - Support the ongoing maintenance of donor records, templates, and documentation that support stewardship workflows and reporting requirements. Perform routine data management and hygiene activities, including record review and updates, to ensure the accuracy, consistency, and usability of donor information. Identify and flag data inconsistencies or documentation issues and coordinate corrections with advancement operations as needed. - (Essential)
• 20% - Stewardship Program Execution - Support the implementation of stewardship initiatives, such as donor recognition programs, giving societies, and first‑time donor engagement efforts, by coordinating logistics, materials, and timelines in collaboration with advancement partners. Assist with preparing, tracking, and distributing stewardship materials and recognition items, including plaques, signage, and donor listings, to ensure accurate and timely donor recognition. - (Essential)
• 10% - Other Duties - Respond to routine donor and campus partner inquiries in a timely and professional manner, referring more complex issues as appropriate. Provide administrative and operational support to the Advancement Operations team as needed. Cross-train in gift processing to provide seasonal or staff coverage and support continuity of operations. - (Essential)

Minimum Qualifications

• Bachelor’s degree in related field to position duties or equivalent combination of education and experience.
• Three years of experience in advancement, development, donor relations, stewardship, or a related area, which may include internships, student employment, or part‑time professional experience.
• Experience with administrative or project coordination tasks, including managing timelines, tracking deliverables, and supporting multiple priorities simultaneously.
• Ability to analyze, synthesize and organize data, and present findings in a comprehensible manner for different audiences.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Web Editing, and social media applications or any combination of productivity programs applicable to position responsibilities.
• Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy.
• Strong commitment to a quality work product.
• Demonstrated ability to effectively communicate verbally, in writing and electronically.
• Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies.
• Demonstrated commitment to justice, equity, inclusion & diversity.
• Demonstrated skill in adapting to and performing work effectively in high-volume, high accountability, confidential environment with multiple and changing priorities.
• Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner.
• Ability to self-motivate and work independently.
• Ability to provide effective leadership and training, and to work effectively and professionally across functions, disciplines, levels, and with diverse groups.

Preferred Qualifications

• Additional certifications in project management, Excel or database administration.
• Experience working in a higher‑education or nonprofit advancement environment, particularly in donor relations, stewardship, or advancement operations.
• Familiarity with donor databases or CRM systems (e.g., Raiser's Edge, Advance, Salesforce, or similar) through coursework, internships, or on‑the‑job experience.
• Experience supporting donor acknowledgement, stewardship communications, recognition programs, or events.
• Exposure to advancement operations functions such as gift processing, data hygiene, reporting, or records management.
• Interest in a career in higher‑education, advancement, fundraising, or donor relations.

EXPECTED HIRING RANGE:  $20.20/hr-$26.00/hr

NOTE: To be considered, please submit a resume and a tailored cover letter outlining your relevant experience.

If you are offered this position at Occidental College, your final base salary compensation will be determined based on factors such as skills, education, experience, and/or geographic location. In addition to those factors, Occidental complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer. Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth.  We also offer a generous compensation and benefits package.