Job Title: Development Coordinator, Philanthropy Division: Development Reports to: Vice-President for Development Classification: Non-Exempt, Full-Time Pay: $50,000- 65,000 (Commensurate with Experience) Position Summary The Development Coordinator, Major and Legacy Gifts supports WXXI’s relationship-based fundraising efforts, including Leadership Circle, major gifts, directed giving, planned giving, and legacy giving. Working closely with the Director of Leadership Giving, Vice President of Development, and other members of the Development team, this position helps ensure that donors and prospects receive timely, accurate, and personalized communication throughout their relationship with WXXI. The coordinator provides administrative, research, communications, event, and CRM support for donor cultivation, solicitation, stewardship, and legacy giving activities. This role helps maintain an organized and responsive major and legacy giving program while allowing gift officers and senior leaders to devote more time to direct donor relationships. This position does not carry a primary portfolio or independently solicit major gifts. It supports the staff members who own donor relationships and helps ensure that donor strategies, communications, meetings, and follow-up activities are completed consistently. Specific Responsibilities Major and Leadership Giving Support - Support the VP of Development andDirector of Leadership Giving in managing Leadership Circle, major gift, principal gift, and directed giving prospects and donors.
- Maintain accurate donor and prospect records in REV CRM, including contact information, activities, interests, relationships, proposals, pledges, stewardship actions, and next steps.
- Prepare donor and prospect profiles, meeting briefs, contact reports, giving histories, and other background materials for donor meetings.
- Assist with prospect qualification by compiling information from REV CRM, DonorSearch, publicly available sources, and other approved research tools.
- Utilize CDP High Touch tools to track portfolio activity, outstanding follow-up, proposals, pledge schedules, stewardship commitments, and upcoming donor milestones.
- Support the preparation, formatting, routing, and delivery of proposals, letters of inquiry, donor correspondence, pledge documentation, and presentation materials.
- Coordinate scheduling and logistics for donor meetings, tours, briefings, calls, and cultivation activities.
- Record meeting notes and agreed-upon next steps in REV CRM in coordination with the relationship manager.
- Generate routine reports on Leadership Circle, major gift, directed giving, and pipeline activity.
Legacy and Planned Giving Support - Provide administrative and communications support for WXXI’s Legacy Society and planned giving program. Track activities, recognition preferences and stewardship.
- Respond to general planned giving inquiries and route donors to the appropriate Development leader or professional advisor.
- Maintain accurate records of documented and prospective legacy intentions in accordance with WXXI policies.
- Assist in tracking-planned giving follow-up, recognition preferences, documentation, and stewardship commitments.
- Assist with communications related to wills, trusts, beneficiary designations, charitable gift arrangements, IRA gifts, and other legacy giving opportunities.
- Coordinate recognition and stewardship activities for Legacy Society members.
- Maintain planned giving information, forms, frequently asked questions, and approved donor-facing language.
- Work with Development Operations to ensure realized bequests and other planned gifts are recorded, acknowledged, and documented properly.
- Protect donor confidentiality and exercise appropriate discretion when working with sensitive estate and financial information.
Donor Stewardship and Communications - Coordinate personalized acknowledgments and stewardship touchpoints for Leadership Circle, major, directed giving, and legacy donors.
- Assist with donor impact updates, stewardship reports, proposals, briefing materials, invitations, and other donor-facing communications.
- Work with Development colleagues to gather program information, stories, outcomes, and financial details needed for donor communications.
- Maintain a calendar of donor acknowledgments, reports, anniversaries, birthdays, pledge reminders, and other relationship milestones.
- Support the development and distribution of Leadership Circle and Legacy Society communications.
- Help ensure that donor recognition preferences are documented and consistently honored.
- Coordinate with the Director of Donor Stewardship and Engagement, if established, on donor communications, impact reporting, and stewardship materials.
Events and Donor Engagement - Assist with donor cultivation, stewardship, recognition, and legacy giving events.
- Coordinate invitations, RSVP lists, name tags, briefing materials, seating information, event correspondence, and follow-up.
- Work with Development Operations to ensure event lists and donor records are accurate.
- Represent WXXI professionally when interacting with donors, prospects, volunteers, board members, and community partners.
- Participate in WXXI fundraising and community events as needed.
Department and Administrative Support - Maintain organized electronic files for major gifts, Leadership Circle, directed giving, and planned giving.
- Assist with departmental meetings, agendas, notes, correspondence, and special projects related to individual giving.
- Coordinate with Development Operations to ensure gifts, pledges, restrictions, recognition preferences, and donor correspondence are accurately documented.
- Follow WXXI gift acceptance, confidentiality, data entry, acknowledgment, and records-retention policies.
- Perform other related duties as assigned.
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