New job Constituent Relations Associate/Coordinator in Oklahoma

Constituent Relations Associate/Coordinator

Company : Oklahoma State University Foundation
Salary : Details not provided
Location : Oklahoma

Full Description

OSUF TRUE NORTH: We raise, invest and distribute philanthropic support for OSU.

OSUF PRODUCT SCOPE: We provide private support to enhance the University’s ability to fulfill its land-grant mission.

DEPARTMENT PURPOSE: The OSU Foundation College of Veterinary Medicine (CVM) team initiates, fosters and manages philanthropic efforts with CVM donors. We advance fundraising priorities for the College to advance the unit and Oklahoma State.

PRIMARY PURPOSE: The Constituent Relations Associate/Coordinator will be responsible for providing support to the CVM development officers in their work building relationships with constituents and soliciting major gifts. Additional responsibilities include event coordination, annual fund efforts for the unit, developing communications with the marketing team, developing and executing engagement and stewardship initiatives for prospects/donors in the CVM development officer’s portfolios.


Office Coordination and Communication: 40%

  • Attend and participate in required meetings including the OSUF Team Meeting, Coordinator and CRA meetings, and CVM Advancement Meetings. Serve as subject-matter expert about CVM donors, programs and funding priorities.
  • Assist in securing appointments and scheduling meetings with donors, prospective donors, OSU Foundation and/or university staff as needed.
  • Perform required administrative tasks such as filing expense and reimbursement reports, track progress of completion of new gift agreements and scheduling meetings and crafting agendas.
  • Develop annual business plan for self, tracking each goal towards completion.
  • Master the use of internal systems, particularly Raiser’s Edge and AX Web, to retrieve needed data, to input new information and to answer questions from donors about their giving histories. Build and manage queries and other lists; ensure donor contact information, correspondence and documentation is entered and maintained.
  • Ensure smooth travel for development officers by booking cars, flights, and hotels, ensuring that calendars and contacts are complete and accurate and managing competing demands on the officers’ time. Prepare materials for donor visits.

Donor Stewardship: 30%

  • Review Gift Journal weekly to review incoming gifts and share with development officers to determine acknowledgements and other stewardship needs. Ensure donor gifts are deposited into the correct fund.
  • Deposit gifts as received. Submit project requests and route and track fund agreements. Work with CVM fiscal office on fund utilization to provide clear information.
  • Work with CVM development officers to develop and execute custom stewardship plans for major donors as needed, including writing reports and letters that effectively describe the impact of the donor’s gift.
  • Work with Marketing & Communications to organize, write and develop cases for support for projects, annual newsletters for donor segments, in addition to stewardship needs related to gifts including press releases, social media, magazine articles, impact reports, etc.
  • Work with CVM and OSUF Donor Relations office on organization-wide stewardship programs and initiatives that impact CVM donors and prospects including Proud & Immortal/Loyal & True Giving Societies, Chair & Professorship Reports, etc.
  • Work independently and with OSUF Special Events team to coordinate donor engagement and stewardship events for CVM.
  • Work independently and with CVM on Cohn Center correspondence, enrollment and stewardship.
  • Maintain a small CVM specific stewardship portfolio, used exclusively for stewardship

Donor Engagement: 30%

  • Provide effective and timely responses to donors/prospects requesting information about CVM.
  • Strategically plan and organize high-level, multidisciplinary campus visits and foundation site visits.
  • Assist development officers following donor visits or interactions to acquire and organize requested information in a timely manner. Assist with data-entry of contact reports and tracking correspondence with donors.
  • Coordinate and manage events including Dean’s Development Associates meetings, Lecture Series Events, annual Grateful Client reception, advisory board meetings, and other events as they arise.
  • Serve as liaison for CVM team to the OSUF Annual Fund team and OSUF Marketing & Communications team. Submit and respond to needs as they arise including annual academic mailer, cowboy callers’ placemat, collateral library materials, all publications and marketing materials, crowdfunding projects, etc.
  • Work independently and with CVM on scholarship processes including, but not limited to: reception planning, donor and scholarship recipient visits and scholarship recipient profiles


Education & Certifications:

  • Bachelor’s Degree required


  • 1-3 years of professional experience required; experience in non-profit, stewardship or donor relations is preferred.
  • Excellent oral and written communication skills are essential with particular attention to proper use of the English language, spelling, and grammar. Writing samples requested.
  • Must possess the ability to communicate with Foundation and university staff, donors, students and others in a professional manner, have the ability to exercise good judgment, pay close attention to detail, demonstrate the ability to manage multiple assignments simultaneously, meet deadlines and build relationships with internal and external clients alike. Must demonstrate the ability to work effectively as a member of a team.
  • Must adhere to strict confidentiality standards.
  • Word processing and spreadsheet knowledge necessary (MS Word, MS Outlook, MS Excel, Internet Explorer, MS PowerPoint). Ability to learn in-house computer systems and database systems.
  • Desire to be informed, and stay up-to-date on all university news, especially in the areas of research and accomplishments, and all news and information regarding major donors.
  • Excellent customer-service, adaptability, flexibility and a sense of humor are essential.

Organizational Competencies:

  • Effective Communication: Communicates well (written and verbal); exhibits exceptional listening skills, and is transparent through open dialog and informational sharing; seeks first to understand and assumes positive intent; deals with others in a straightforward and honest manner while conveying both good and bad news; avoids “telling themselves a story” and works to deploy crucial conversation communication techniques; shows the highest level of understanding, courtesy, tact, empathy and concern with all interactions
  • Execution & Initiative: Demonstrates a high level of initiative on assignments; expresses interest in taking on more responsibilities and contributing to overall goals; proactively contributes to problem solving and pursues continuous improvement efforts at all times; takes responsibility to ensure that quality and timeliness of deliverables meets organizational and donor expectations; ensures work is accurate; delivers upon commitments while demonstrating integrity, stewardship of resources and service to OSU
  • Teamwork/Interpersonal Skills: Builds and maintains strong internal working relationships that promote open and honest communication; cares for others personally and professionally; values diversity and treats all individuals with respect and professionalism; demonstrates an open mind-set when presented with opportunities to learn about different culture, approaches or opinions; supports team efforts and makes the Foundation a more enjoyable place to work
  • Problem Solving/Judgment: Seeks guidance and expert opinions in decision-making and planning process; gains understanding of how to apply approved policies and procedures; when and why escalation of issues is needed and to whom; responds appropriately and timely to issues; accepts responsibility for actions
  • Adaptability/Flexibility: Committed to continuous improvement; adapts to change, is open to new ideas; takes on new responsibilities, handles pressure, and adjusts plans to meet changing needs; shows ability to listen actively to different perspectives and consider alternate views based on new information; demonstrates self-control and remains productive during times of uncertainty
  • Courage & Conviction: Proactively takes responsibility for individual outcomes regardless of success, and learns from all results; demonstrates dedication to the principles of truth and honesty, even when the message may not be welcome; maintains confidentiality; supports company values, walks the talk; behaviors and actions are consistent with statements, values and beliefs; practices ethical decision making; has courage to try something new when encouraged by others; shows accountability and credibility by following through on commitments; receives constructive feedback from others and looks for continually improve
  • Donor Centered: Follows through with appropriate actions and/or information to meet the requests of donors; actively shares contacts and relationships with those who may have common goals or needs; embraces development and stewardship strategies that build relationships and respect the donors' interests, while balancing university priorities; solidifies personal relationships with mutual trust and fulfillment on commitments

PHYSICAL REQUIREMENTS: Must use a computer terminal and view a computer screen for extended periods of time. Must talk in person or by phone (frequently and sometimes for extended periods) to people on campus and across the country. Must constantly use visual acuity to check printed and designed materials of various types. Must be able to navigate within the OSU Foundation. Typical office working conditions.

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