• Prospect Management and Development Research Coordinator

    City
    New Brunswick
    State
    New Jersey
  • Overview

    Position Summary: 

     

    The Coordinator for both the Development Research and Prospect Management departments must be an energetic, positive, and articulate self-starter who will 1) provide high-level administrative support to both teams, and 2) ensure timely and accurate updating of and reporting on prospect data. With a high-degree of confidentiality, the Coordinator must be able to work independently, comfortably multi-task on a wide variety of projects, possess a keen eye for detail, and be able to collaborate with colleagues. The primary administrative functions include: ensuring accuracy of the budget; maintaining departmental subscriptions (acquisition, renewal, and payment of research tools); and submitting accounting items on behalf of the Senior Directors (expense reports, credit card statements, check requests). Additionally, s/he maintains the Senior Directors’ calendars, arranges and coordinates logistics for meetings/conferences, and oversees supply procurement. The Coordinator will also interact daily with development officers throughout the Foundation by managing a Prospect Management inbox, responding in a timely matter to prospect data maintenance requests, and following up as necessary in accordance with policies. On a weekly and bi-monthly schedule, s/she will run reports and follow-up on data anomalies in the Advance database.

     

    Rutgers University Foundation:


    Created in 1973, the Rutgers University Foundation advances Rutgers' pursuit of excellence in education, research, and public service. The Foundation provides the bridge between donors and the schools, programs, faculty, and students that make up the University. The Foundation helps to match caring people with satisfying and meaningful opportunities to make gifts that have an impact on Rutgers. Founded in 1766, Rutgers is the eighth oldest institution of higher education in the nation. Today, Rutgers, a member of the Association of American Universities, is New Jersey's premier public research institution and flagship state university. More than 100 majors offer students vast opportunities. On July 1, 2014, Rutgers University joined The Big Ten Conference of world-class universities whose member institutions share a common mission of research, graduate, professional and undergraduate teaching and public service. The Foundation is a 501(c) (3) tax-exempt organization with the sole mission of supporting Rutgers University. The organization includes the areas of Alumni Relations, Development and related Communications. Lead by Foundation President Nevin Kessler and his senior cabinet – the Executive Leadership Group (ELG) – the Foundation successfully completed a $1 billion campaign in 2014 and is preparing for another multi-billion dollar campaign in the near future.

     

    Key Duties and Responsibilties:

    Provide administrative support: 50%

    • Maintains departmental calendars and schedules meetings
    • Coordinates logistics for conferences, meetings, and events
    • Manages subscriptions for various vendors and uses a tracking system to process payments on time and ensures that users have appropriate access
    • Liaises with Accounting to process expense reports, check requests, and credit card payments, and monitors the budget for accuracy
    • Other general administrative duties as needed

     

    Maintain the accuracy of prospect-specific data: 50%

    • Oversee the Prospect Management inbox and facilitate assignment requests, ensure transparency in the assignment process, and follow-up with development officers and Alumni Records staff as necessary
    • Compile, review, and disseminate a summary of all prospect management changes to Foundation employees on a weekly basis
    • Run and analyze prospect management anomaly reports on a bi-monthly basis, notify development officers of inconsistences, assist with correction of prospect data, and follow-up as necessary
    • Read contact reports as needed and provide coverage for the Prospect Management team in processing updates from the daily report
    • Maintain a high level of comfort and familiarity with prospect/proposal policies and procedures
    • Review deceased record reports as needed, inactivate prospect records, and follow-up with development officers if necessary

    Qualities of an Ideal Candidate:

    The Team Administrator can be expected to have the following personal characteristics and professional qualifications:

    • Bachelor’s degree in a related field or an equivalent combination of education and/or experience that demonstrates knowledge an understanding of office administration, customer service, work organization, coordination, facilitation, bookkeeping, and/or report writing principles and practices.
    • Minimum of two years relevant experience in an administrative or support function.
    • Strong communication and computer literacy skills. Customer service orientation and ability to work with all levels within and outside university. Good skills in problem solving and diplomacy.

     

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