Law School Development Coordinator; School of Law Development and Alumni Relations Department Description:
University Description: Detailed Description: Duties & Responsibilities: Make travel arrangements and itineraries for the Director of Development and the Dean including air travel, rental cars, lodging, restaurant reservations, meeting locations, and maps. Prepare donor and constituent prospect briefings for meetings and events. Provide onsite support and staffing for law school events and programs as needed. Prepare and produce regular reports and documentation in advance of MGAE, Prospect Management, Dean's, Department, Board of Visitors, Law Alumni Board, and Board of Trustees meetings. Send communications to the Board of Visitors and Law Alumni Board. Prepare pledge agreements for donors and package all fundraising proposals for submission. Provide support to donors, prospects, alumni, students, and scholars. Provide ongoing logistical support with event space reservations, catering, and parking, iModules event creation, registration, giving designation, RSVP tracking, event posting, email and print invitations, Cascade website creation, event attendance reconciliation, etc. for Mock Interviews; Diversity Reception; Mentoring Program Kick-Off Reception; Law Firm Challenge Kick-Off Reception; Padres Owners Box VIP event; Milestone Reunions; Careers in the Law; Distinguished Alumni Awards; Bar Swearing-In; Dean's Holiday Party; Big Give Bash; Bergman Memorial Lecture; Bar Swearing-In; Alumni Affinity Network events; Student Organization Fundraising events; Holiday Party for Leadership Board; Leadership Appreciation Celebration; Regional Alumni events; and more. Process scholarship recipient thank you letters, communicating with students to ensure that scholarship donors have received annual thank you notes, prepare cover letters, merge and mail reports to donors. Mail endowment reports, prepare cover letters, and merge and mail the reports to donors. Coordinate Scholarship Appreciation Luncheon invitations and RSVPs for the School of Law. Produce documents tailored according to prospect and donor interests including historical data for specific areas, i.e., clinics, scholarships, centers/institutes. Query, generate, and upload alumni/donor email reports to iModules and Salesforce CRM for monthly alumni e-newsletter, regional events, Big Give, Law Firm Challenge, milestone reunions, etc. Create and release email invitations/solicitations in iModules and Salesforce CRM for Office of Development and Alumni Relations' events and giving appeals. Maintain Continuity Plan for the Office of Development and Alumni Relations. Update alumni and donor electronic display board (two) in Warren Hall, promoting events, programs, and alumni/student successes. Post alumni/donor/student news stories and photos to My Postings and on social media. Conduct alumni metrics and data analysis, i.e., social media engagement; email open rates; # of email addresses; events; attendance; costs; regions; alumni affinity networks; volunteers; sponsorships; participation; philanthropy; stewardship; cultivation; discovery; solicitation Provide support for Law Firm Challenge including maintaining firm rosters, updating individual and firm records in Advance, data pulls, Cascade website updates, email communications, and scheduling. Update Board of Visitors and Law Alumni Board rosters, contact information, biographies, handbooks, calendars, and websites. Schedule Board of Visitors and Law Alumni Board meetings including room reservations, parking, food, handouts, and RSVPs, providing logistical support prior, during, and after the meetings. Contribute to plans and ideas for expanding or originating critical programing through intentional, regular engagement with recent alumni of USD School of Law by: serving as a contact for 5-year reunions and work with reunion committees, learning what is most important and relevant to our most recent reunion years; engaging in targeted outreach to our more recent alumni at events, phone conversations, emails, and through our first-time donor program; and entering contact reports of alumni conversations and communications that specify 'Next Steps' and 'Action Plans.'
Coordinate mailings including gift acknowledgement letters, mass solicitations, stewardship communications, and milestone reunions. Coordinate mail house/print projects with University Copy and outside vendors including pledge reminders, direct mail appeals, holiday/memorial/birthday cards, and milestone reunions. Coordinate and schedule photo and video shoots as needed for the Office of Development and Alumni Relations constituents. Process life insurance payments. Process and track event registration and sponsorship payments. Assist with the development, periodic review, and update of Cascade website content for the Office of Development and Alumni Relations, Admissions, and Scholarships. Maintain coordinated Office of Development and Alumni Relations calendar in Google. Other projects as assigned and prioritized by the Directors.
Data Management and Maintenance
Manage budget for the Office of Development and Alumni Relations, process expense reports and mileage reports through Concur. Ensure appropriate budget allocation and line-item reconciliation of all Office of Development and Alumni Relations expenses, reconciling monthly and initiating corrective budget transfers when needed. Manage the sponsorship/event registration revenue account for the Office of Development and Alumni Relations, reconciling monthly. Maintain and update contact information in Advance, iModules, and Salesforce CRM, including updates from returned mail, email bounce backs, and information resulting from periodic communication. Proactively conduct research to locate/edit contact information in Advance, iModules, and Salesforce CRM. Maintain and update contact information for all constituents. Code Volunteers, Committees, Affiliations, Events, and Participation in Advance Enter contact reports for meetings, calls, correspondence, and interactions. Generate Advance database reports as requested by the Office of Development and Alumni Relations and other law school departments. Utilize Fundraising Performance Management software. Create PowerPoint presentations, incorporating the most current presentation elements and technology Coordinate update of student lists from the Registrar's Banner database.
General Office Support
Be flexible to meet the demands and priorities of the Office of Development and Alumni Relations. Ensure phone coverage during office hours from 8:30 a.m. to 5:30 p.m. Serve as the first contact for walk-ins, telephone, and email inquiries; refer inquiry to appropriate team members when necessary. Monitor 'lawdev' and 'lawalum' email inbox accounts and direct messages to appropriate individual and department. Coordinate professional communication with relevant USD departments including University Advancement, Annual Giving, Alumni Relations, Finance, Catering, President's Office, Provost's Office, Human Resources, and School of Law departments. Process gifts, sponsorships, purchase orders, invoices, reimbursements, and returns. Maintain inventory of physical files and be knowledgeable of file locations within our department drives and Google drive. Ensure proper maintenance and functioning of office equipment. Maintain inventory of office supplies and reorder supplies as needed. Order stationary, envelopes, business cards, and name badges as needed. Maintain and coordinate organization of storage areas. Update staff contact information with the School of Law and University Advancement when changes occur. Coordinate mail pickup for the Office of Development and Alumni Relations. Minimum and Preferred Qualifications: Three years general office experience required; high degree of external contact preferred. Valid Driver's License and the ability to drive to off-campus event/meeting venues as needed. Strong computer skills for spreadsheet reporting, database maintenance, web content management and maintenance. Minimum of intermediate-to-high achievement with Word, Excel, Google Suite, CRM Salesforce. Demonstrated database management skills, including basic-to-intermediate report generating skills and the ability to transform data into management-level reports. Performance Expectations - Knowledge Skills and Abilities:
The University of San Diego is committed to academic excellence, Catholic intellectual and social traditions, and providing a top-notch liberal arts education for scholars of all faiths. USD is located on 180 acres overlooking the city of San Diego, Mission Bay and the Pacific Ocean. The campus is renowned for its beauty, and features Spanish Renaissance-inspired architecture.