Development Coordinator - UC Irvine

At a glance

📣 Looking to build a career in fundraising and philanthropy? I’m excited to be partnering with UC Irvine to find their next Development Coordinator! This is a fantastic opportunity for someone who wants to get their foot in the door of advancement and gain hands-on exposure to the many pieces that make a Planned Giving program successful. In this role, you’ll have the opportunity to:✨ Learn the ins and outs of Planned Giving alongside a supportive leader invested in your growth✨ Work across donor stewardship, marketing, events, prospect management, and gift administration✨ Partner with colleagues across both the university and health enterprise✨ Build toward a potential future in frontline fundraising You do not need Planned Giving experience to be considered. A background or interest in fundraising, nonprofits, communications, marketing, or business could translate well. We’re looking for someone who is curious, highly detail-oriented, self-motivated, and excited to learn! 📍 Irvine, CA | Hybrid – 3 days onsite💰 $29.74–$34.52/hour Interested or know someone who might be? 

Description: What you'll be doing

Another Source’s client, University of California, Irvine, is recruiting a Development Coordinator to join their team in Irvine, CA. This is a hybrid opportunity working 3 days onsite.  

Here’s a little about University of California, Irvine: 

In 1965, the University of California, Irvine was founded with a mission to catalyze the community and enhance lives through rigorous academics, cutting-edge research, and dedicated public service. A top public university, UCI has become internationally recognized for improving lives through research and discovery, fostering excellence in scholarship and teaching, and engaging and enriching the community. Today, UCI continues to inspire change and pioneer new ideas with the support of its generous partners, alumni and friends. 

Through the combined efforts of the University Advancement & Alumni relations team, the university is able to share its amazing achievements, build lasting relationships and generate support for important campus programs and initiatives. University Advancement seeks to strengthen contributions in research, education, and service; accelerate the university's place among globally preeminent research universities; and bring together passions, skills, and creativity to further improve people's lives. 

The UC Irvine Office of Planned Giving is an integral component of this effort, helping donors create lasting legacies through estate gifts and charitable vehicles. Planned gifts have become an increasingly important source of philanthropic support for UC Irvine, providing future resources that will sustain scholarships, research, healthcare, faculty excellence, and innovative programs for generations to come. As the university continues to experience significant philanthropic growth, the Office of Planned Giving works closely with donors, professional advisors, and campus partners to facilitate meaningful charitable giving opportunities that align donors’ personal, financial, and philanthropic goals with the long-term priorities of the university.  

About this role: 

Under the direction of the Executive Director of Planned Giving, the Planned Giving Coordinator provides high-level administrative support, project management, and operational coordination to the Executive Director of Planned Giving and the Planned Giving Team. The Planned Giving Coordinator must possess the ability to work collaboratively with advancement colleagues and interact effectively with donors, prospects, professional advisors, trustees, executors, and campus stakeholders. 

Your Contribution Will Likely Include: 

Planned Giving Team & Administrative Support 

• Manage the calendars of the Planned Giving team, prioritizing meetings and choosing between conflicting appointments.  

• Coordinate and schedule meetings with departmental staff, faculty, university officers and administrators, Trustees, donors and others.  

• Maintain the department Annual Calendar of Events and Activities.  

• Initiate, compose, revise and process a variety of correspondence, reports, contact reports, memoranda, and confidential mailings for the Office of Planned Giving.  

• Prepare drafts and final copies of correspondence and gift agreements for the Executive Director’s signature using standard business and university formats.  

• Prepare marketing and other materials as needed.  

Donor Relations, Stewardship & Events 

• Communicate tactfully and diplomatically with diverse groups of people, including Vice Chancellors, Deans, Directors, high-level business executives, major donors, and government officials.  

• Independently interpret and respond to a wide range of requests for information, data, background and biographical information.  

• Maintain confidential donor records, planned gift documentation, estate administration files, and related correspondence with university policies and applicable regulations.  

• Engage in a variety of stewardship activities, including via phone or email as needed, and ensure consistent tracking and stewardship of Legacy Society members.  

• Coordinate and support cultivation, stewardship, and educational events designed to engage donors, professional advisors, executors, trustees, and prospective planned giving donors.  

• Plan and coordinate details for the Annual Luncheon for UCI’s Legacy Society and workshop series, donor cultivation stewardship events, and quarterly meetings with professional advisors.  

Prospect Management, Research & Reporting 

• Compile and maintain reports on program activities and results, providing information on program trends and basic analysis of data.  

• Independently gather data from a variety of sources, evaluate and analyze data, and prepare detailed information and recommendations for the Executive Director involving individual/corporate biographical information, charts, graphs, budget information, special projects, and presentations.  

• Provide Prospect Management support for the Planned Giving team.  

• Conduct research on alumni, friends, corporations, and foundations to identify prospects, prepare prospect lists, and assist in prospect screening activities.  

• Identify relationships between and among individuals and organizations and conduct appropriate donor follow-up with prospects.  

• Assist with the identification and tracking of planned giving prospects through analysis of donor giving history, engagement, wealth indicators, and estate planning interests.  

Gift & Estate Administration 

• Manage the Planned Giving database, overseeing all data entry, imports and exports, data integrity, reporting, cleanup, and tracking.  

• Manage the multi-step gift processing procedure, including check processing within 24 hours of receipt of gift, collecting gift reports, preparing gift transmittal forms, and obtaining signatures for approval and delivery to Gift Administration.  

• Manage the multi-tiered acknowledgement process, including communicating new gifts to campus partners as appropriate.  

• Monitor estate administration matters and maintain records related to probate proceedings, trust administrations, estate distributions, and realized planned gifts.  

• Review gift reports and implement appropriate recognition and stewardship of all donors, including gift acknowledgement letters, stewardship reports and honor roll.  

• Follow the established gift acknowledgement matrix and assist the Executive Director with preparing follow-up correspondence and action items.  

• Coordinate mailings to donors and prospective donors, including welcome letters, renewal notices, pledge reminders, newsletters and follow-up packages after donor recruitment events. 

Experience You Will Bring: 

• Bachelor’s degree in related area and/or equivalent experience/training; significant work experience could substitute for the degree. 

• Excellent written and interpersonal communication skills to establish and maintain good working relationships throughout the campus and/or medical center and with external constituencies.  

• Good organizational, analytical and critical thinking skills. Resourceful in finding appropriate solutions to problems and initiative in presenting alternatives and implementing solutions to ensure effective change. Ability to anticipate problems and take necessary action to eliminate or mitigate potential negative effects.  

• Ability to be flexible in working independently as well as collaboratively with Advancement and faculty and staff to achieve defined goals. Use initiative to organize and follow through with complex tasks to meet deadlines.  

• Skill to use a personal computer and computer software programs at the level of sophistication required for the development office. Proven ability to use MS Office programs, and familiarity with the Internet to conduct searches.  

• Possess traits of good judgment and discretion in communicating with colleagues and constituents.  

• Skill to maintain confidentiality.  

• Strong interpersonal skills and poise in dealing with diverse contingencies including, among others, influential community leaders, University leadership, faculty, administrative personnel and volunteer groups.  

• Ability to communicate effectively with individuals at all levels.  

• Skill to develop reports, proposals and external relations materials.  

• Proven excellent organizational skills. Demonstrated ability to prioritize workload, meet deadlines, and work with frequent interruptions under constantly changing priorities.  

• Proven level of outstanding professionalism in providing executive assistance to supervisor including: scheduling meetings, coordinating all travel and lodging arrangements, liaison to faculty and staff, prioritizing incoming mail, screening telephone calls and general office management.  

• Superior ability to write clear, concise reports, summaries of donor and prospect information, correspondence and public relations materials with minimal direction. Superior ability to review, rewrite and edit all correspondence, from letters to emails, prior to dissemination.  

• Demonstrated knowledge of records management including the proven ability to develop and maintain a system to track and update a variety of information including an accurate detailed calendar. Demonstrated ability to operate office equipment proficiently.  

• Interest in learning and growing in a fundraising environment.  

• Experience in independently planning all aspects of special events.  

Preferred Experience: 

• One to two years of office administrative support in a development setting preferred.  

• Working knowledge of Salesforce.  

• Knowledge of UCI policies and accounting forms such as invoices, travel vouchers, purchase orders, and check requests.  

• Familiarity with various gift-planning vehicles, including charitable gift annuities, charitable remainder trusts, charitable lead trusts, pooled income funds and bequests.  

• Experience working with SalesForce Marketing Cloud or other graphics programs.  

• Working knowledge of various University policies and procedures.  

• Familiarity with estate distribution processes related to wills and trusts.  

• Interest in learning about planned giving.  

Special Conditions: 

• May be required to drive on occasion in order to perform the routine or essential job responsibilities for the position. Must possess a valid California driver license and participate in the DMV Pull Notice Program.  

What’s in it for you: 

The anticipated hourly salary range for this position is $29.74 - $34.52 per hour. 

Another Source works with their clients, on a retained project basis. We are committed to building inclusive candidate pools as we partner with hiring teams. As you read through the job posting and review the list of qualifications (required and/or preferred), please do not self-select out if you feel you do not meet every qualification. No one is 100% qualified. We encourage you to apply and share your story with us. 

#AS1