Development and External Relations Coordinator

Salary Grade

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $20.68 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Job Description

POSITION OBJECTIVE

The Development and External Relations Coordinator directs the day-to-day administrative operations of the College of Arts and Sciences Development and External Relations Office and delivers critical support for donor and alumni engagement. Duties include budget and financial administration, gift processing, scheduling, and planning internal and external meetings, donor communications, volunteer management, stewardship, and assisting in the management of donor portfolios and relationships. The coordinator must be a self-starter and have a keen sense of the mission of the Office of Development and External Relations with the ability to triage and to respond to issues and opportunities as they arise.

ESSENTIAL FUNCTIONS

• Manage the department¿s administrative and logistical daily operations serving as front office manager and problem solver. Respond to donor and alumni requests. Sensitively handle queries from all constituencies associated with the university, including donors, alumni, and other important constituents. Oversee the Vice Dean¿s calendar, organize and coordinate scheduling and logistics for meetings and events. Manage gift agreement and monthly Board resolution process with central development. Assist with updates to college and development websites. Support the Dean¿s priorities by coordinating scheduling and logistics in collaboration with the Dean¿s Executive Aide (25%)
• Audit expense reports for Vice Dean and Development Officers. Process reimbursements, requisitions, and other required financial and budgetary requests; reconcile the department budget monthly, forecast future expenditures, and provide budget forecast recommendations. Partner with the College of Arts and Sciences Finance Department to process procurement and vendor payment requests. Oversee inventory, procure office supplies, donor gifts, and special event needs while maintaining accurate documentation for budget reconciliation. Track and analyze expenses generated by department special events and travel costs, including flights, hotels, and car rentals. Streamline administrative functions between the central development office and the college. (20%)
• Strengthen top-level donor relationships by partnering with the Vice Dean to develop and implement outreach strategies, create funding concepts, and plan donor meetings. Maintain and analyze accurate and up-to-date records in the Advance CRM database system for development team portfolios. Leverage confidential donor and alumni records to evaluate giving history and relationship with the university, providing critical background data. (15%)
• Provide accurate administrative, event, and logistic support for development and external relations office special committees, including dean¿s visiting committee and other volunteer groups that support the college. This includes: request, develop, and manipulate, spreadsheets, mailing lists and other reports of alumni, donors, and constituents; facilitate mailing and coordinate RSVPs for development and college events; and contact alumni and friends of the university/college to encourage participation in college events and programs. Engage outside vendors and facilities services as needed for special committee events. (15%)
• Manage with high sensitivity while maintaining confidentiality a wide range of communications with donors, university officials and trustees, faculty, and friends. Compose letters, acknowledgements, memos, reports, briefings, and other necessary documents. Assist in coordinating development communications projects and initiatives to facilitate the acquisition of gifts to the college. Work with Advancement Services to execute and improve mail system and data criteria, review data, determine and draft email content, and send to donors on regular basis. (10%)
• Collaborate with staff at the College of Arts and Sciences to collect and organize information needed for donor engagement, alumni relations, and stewardship activities. Develop tailored proposals that align donor interests with school programs to enhancement engagement and philanthropic support. (10%)

NONESSENTIAL FUNCTIONS

• Assist with special projects, team events, and office initiatives as requested. (5%)
• Other duties as assigned (<1%)

  CONTACTS

  Department/School: Frequent daily contact with the College of Arts and Sciences Vice Dean and other staff to facilitate donor relations, share critical information, and executive event logistics, meetings, and stewardship strategies.

  University: Frequent daily contact with the Dean¿s Office, Associate Deans, directors of administrative departments, faculty, and staff as required to coordinate development initiatives, secure approvals, provide updates on philanthropic strategies, and ensure alignment across university units

  External: Moderate daily contact with donors, alumni, visiting committee members, community leaders, corporate and foundations representatives to drive donor engagement, schedule and manage meetings, executive stewardship strategies, respond to questions related to giving, and cultivate relationships to deepen support. Regular contact with the Case Alumni Association.

  Students: Frequent contact with student workers to maintain workflow.

  SUPERVISORY RESPONSIBILITY

  No direct supervisory responsibility of staff employees. May direct the work of student worker(s).

  QUALIFICATIONS

  Experience: 1 or more years of professional experience required. Experience in non-profit organizations, fundraising, or higher education highly preferred.

  Education: Bachelors degree required.

  REQUIRED SKILLS

  • Ability to work independently and collaboratively, demonstrating initiative and accountability. Strong interpersonal skills to maintain effective relationships with a broad range of stakeholders.
  • Outstanding communication skills, including professional and effective verbal and written communication. Able to communicate effectively across a wide demographic (e.g., alumni of all majors, alumni and friends of all ages, geographic locations, academic interests, etc.).
  • Ability to interact with colleagues, supervisors, and customers face to face as well as via telephone, email, and videoconferencing.
  • Exceptional organizational and planning skills, with attention to detail and accuracy. Proactive approach to potential problems, excellent problem-solving skills required.
  • Ability to juggle multiple responsibilities simultaneously, stay focused on deadlines, and handle complex projects efficiently.
  • Computer proficiency, including, but not limited to, Microsoft Office Suite, Google Suite, and database management; familiarity with Advance CRM or similar donor databases preferred. Knowledge of or an ability to quickly learn software and customer relationship management systems such as CRM Advance, AlumniIQ, Canva, Qualtrics, and social media
  • Discretion and confidentiality in handling sensitive information.
  • Willingness to learn and work with artificial intelligence (AI) tools and technologies.
  • Ability to meet consistent attendance.
  • Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.

  WORKING CONDITIONS

  General office environment. Evening and weekend work hours will be required occasionally for events and activities. Ability to lift 50 lbs. at least a distance of 25 ft. The employee will perform repetitive motion using computer mouse and keyboard to type.

  Hybrid Eligibility

  This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

  EEO Statement

  Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

  Reasonable Accommodations

  Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.

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