Advancement Coordinator

Overview: The United Way Bay Area (UWBA) is leading a network of corporations, government agencies, nonprofits, and individuals to create lasting change for Bay Area residents and families.
With a history that spans nearly 100 years and programs that tackle the issue of local poverty from every angle, UWBA is uniquely positioned to mobilize and motivate all sectors of the community toward the vision of an equitable Bay Area where all people have the opportunities and resources needed to thrive.
As UWBA responds to cultural shifts in the workplace, fundraising, and digital communications, it is guided by core values of innovation and results-driven creativity.
Through a variety of existing and emerging initiatives, UWBA seeks to both strengthen and reimagine its work at all levels in order provide more and better opportunities for struggling Bay Area residents.
For more information about UWBA, please visit https://uwba.
org.
The Opportunity: The Advancement Coordinator will work closely with the UWBA Development and Marketing teams to drive growth in building funder relationships and generate incremental improvement in brand awareness, understanding, and consideration.
The Advancement Coordinator will have significant impact on the organization and those we serve, as they will be involved in all aspects of an innovative effort to increase engagement and giving, helping to drive growth from $20 million to $30 million in funds contributed annually by 2025.
This role will report directly to the Chief Advancement Officer.
In addition to providing administrative support to the Chief Advancement Officer; VP, Development; and VP, Marketing, the Advancement Coordinator will serve as project manager for select Development and Marketing special projects, while also supporting daily operations for the Advancement Team.
The ideal candidate is a self-motivated and highly organized individual with excellent communication and customer service skills who can manage many simultaneous projects and deadlines, motivate peers within a collaborative culture, proactively identify ways to drive efficiencies, and thrive in a fast-paced environment.
Typical Duties and Responsibilities: Provides administrative support to the Advancement Leadership Team (Chief and VPs), scheduling meetings and calls with volunteer leaders and high-potential donors, assembling solicitation materials, preparing donor research profiles, managing the Advancement Leaders calendars, and drafting correspondence.
Proactively anticipates future needs based on the upcoming events, meetings, deadlines, and other activities.
Supports the Chief Advancement Officer in implementing new department strategies that ensure the team is operating at the highest capacity.
Within their own responsibilities, they proactively identify opportunities to improve efficiency and effectiveness.
Assists with the execution of cross-department efforts, such as events, fundraising campaigns, appeals, and other initiatives or projects as assigned.
Performs general administrative duties for the Advancement department, including but not limited to managing department-wide calendars, answering or making telephone calls, assisting with events and correspondence.
Assists with scheduling department meetings; prepares and distributes meeting materials, including agendas, and supporting documentation.
May attend meetings and take minutes as requested.
Supports all Advancement, Development, and Marketing meetings, including managing refreshments, coordinating meeting dates, handling logistics, preparing materials, taking and distributing minutes.
Helps facilitate Advancement-specific onboarding procedures for new employees.
Under direction of VP, Development, coordinates fundraising activities with the Executive Office including outreach and acknowledgement, donor updates, and events.
Uses Salesforce CRM system to access donor information, enter contact reports for the CEO, Chief Advancement Officer, and VP, Development, research and creating profiles for donors in partnership with the Development Leads and maintaining accurate records of Leadership Team donor correspondence.
Pulls revenue figures from Salesforce used in internal meetings and external meeting prep.
Coordinates donor meetings, lunches, and dinners for the Advancement Leadership Team, as well as organizing details for staff retreats and gatherings.
Develops, maintains, and keeps current a variety of files and records for Marketing assets, and Development’s general resources.
Assists in onboarding Advancement staff and maintains onboarding files.
Coordinates the creation of the Advancement budget across the departments and supports Advancement Leadership Team in budget management throughout the year.
Coordinates submission and tracking of Advancement Team invoices and expenses, as well as ordering and distribution of department supplies as needed.
Requirements: Minimum Qualifications: Education: Bachelor's degree from an accredited college or university preferred.
Equivalent experience will also be considered.
Work Experience: At least 3 years of work experience in administrative support.
Development or marketing experience preferred.
Work experience in a nonprofit social service organization also preferred.
Skills and Abilities: Driven, self-motivated, highly organized, quick learner with strong follow-through skills, a problem-solving mindset, and a demonstrated ability to manage and meet deadlines.
Excellent organizational, writing, and communication skills, and creating a work product that exhibits a high degree of detail and accuracy.
Ability to thrive in a fast-paced environment.
Time management skills and flexibility are essential, as is the ability to proactively manage workload and priorities with peers and supervisor.
Ability to anticipate and regulate workflow, including communication with necessary team members to support tasks or manage ongoing deadlines Project management experience a plus, but not required.
Knowledge of modern office methods, practices, and procedures.
Knowledge of various data and reporting systems.
Exceptional interpersonal skills and customer service orientation.
Ability to establish and maintain effective and appropriate working relationships with staff, volunteers, board and council members, senior staff, the general public, and outside organizations.
Ability to analyze, organize, and carry out projects with minimal instruction.
Must be able to take the initiative and to make sound work decisions in accordance with rules, regulations, policies and procedures.
Proven record of accomplishment of outstanding administrative skills.
Ability to maintain confidentiality, a high level of discretion, and a professional demeanor.
Available to work nights and weekends for events or deadlines as needed Proficiency in G Suite / Google Workspace (Gmail, Drive, Docs, Sheets, Slides) and Microsoft Office (Word, Outlook, Excel, PowerPoint) including OneDrive.
Experience with donor databases, preferably Salesforce.
Ability to work on the computer on a continuous basis.
Knowledge of the nonprofit sector and a passion for social justice.