Coordinator, College Advancement Volunteers and Annual Giving

The Coordinator for College Advancement Volunteers and Annual Giving at Dickinson College, reporting to the Director of Annual Giving, works collaboratively with the annual giving team to provide the necessary support to meet yearly dollar, participation, and volunteer engagement goals. The primary responsibility of the coordinator is to assist in the day-to-day operational duties of the fundraising staff as well as overall coordination of the multitude of advancement volunteers serving across the division. This position will provide support for alumni and parent volunteer work, such as (but not limited to) the Class Agents, Reunion Volunteers, Parents Leadership Council, Alumni Council, and select Affinity Program Volunteers. The coordinator will also assist with virtual and in-person event management for college advancement & volunteer-specific programming. The ideal candidate will be able to manage multiple projects, learn new technology and data processes, and provide excellent customer service to Dickinson’s alumni, parents, and friends of the college.

Essential functions :

• Coordinate the overall planning and maintenance of the annual solicitation calendar, which includes solicitation mailings, data requests, print and mail procedures, volunteer and donor event logistic needs, and other calendar-specific details. Serve as point person for annual fund solicitation mailings and liaison with Marketing and Communications for appeal due dates, request dates, circulation of draft edits, and other production specifics. Marshall the process for class-specific fall and spring reunion solicitation mailings. Maintain an electronic and print calendar to organize and coordinate these projects. Provide support in tracking and analyzing the effectiveness of solicitation efforts and the stewardship of annual fund donors.
• Assist the college advancement division staff with management for volunteer (class agent, reunion volunteer, Alumni Council) needs, including overseeing coding volunteers, updating class committee rosters, updating class-specific web pages, managing confidentiality forms, reporting, and other volunteer needs. Communicate with the volunteers directly as needed and serve as another point of contact in answering their questions and assisting them as needed.
• Serve as support for the volunteer management online system for volunteers and staff. Assist staff liaisons with running reports, importing lists, and compiling data around the use of the platform. Provide excellent customer service and support through this system as well as by phone, email, and in-person events.
• Coordinate event and meeting logistics, including but not limited to those related to Student Philanthropy programming, Senior Gift Drive, and Alumni Council. Provide support to annual giving and alumni engagement staff before and during milestone weekends, including alumni weekend and homecoming and family weekend, by assisting with customer service, registration and welcome center responsibilities.
• Respond to inquiries from alumni and members of the Dickinson community regarding giving history, donation status, gift processing errors, and other gift-related needs. Direct inquiries to advancement colleagues and campus partners as appropriate. Oversee the Dickinson Fund email account and ensure timely and attentive responses from the team. Assist with the toll-free gift line management.
• Process invoices, reconcile purchasing cards, track program expenses, and maintain departmental budget in collaboration with the Director of Annual Giving.
• Order office supplies and keep inventory of paper, envelopes, and stationery needs. Serve as department liaison to the Print Center and other vendors. Coordinate travel arrangements for the annual giving team. Periodically update and maintain giving, volunteer, and contact webpages. Attend and provide support for meetings, retreats, and college events as needed.

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