Advancement Coordinator 1 – (DEA00000335)

Southern Methodist University
July 28, 2022
Dallas, TX
Job Type


Hourly Range:

$24.00 per hour - $25.64 per hour

About SMU

SMU’s more than 12,000 diverse, high-achieving students come from all 50 states and 90 countries to take advantage of the University’s small classes, hands-on research opportunities, leadership development, community service, international study and innovative programs. The University offers a strong foundation in the humanities and sciences and undergraduate, graduate and professional degree programs through eight schools.

Now in its second century of achievement, SMU is increasingly recognized for the ways it supports students, faculty and alumni as they become ethical leaders in their professions and communities. On the most beautiful college campus in the country, SMU Mustangs are energized by unbridled opportunities – from teaching, learning and research to creativity, performance and athletic endeavor.

About the Department

Development and External Affairs (DEA) supports SMU by securing funding for University priorities; by promoting meaningful involvement in the life and work of the University; by heightening international, national, state and local awareness of SMU; and by supporting the enrollment of a diverse and able student body.

DEA comprises the offices of Office of the Vice President, Annual Giving and Alumni Relations, Development Services, Program Services and Donor Relations, Marketing and Communications, Principal and Major Gifts, and School and Project Development.

SMU continues to leverage the benefits from the largest fund-raising campaign in its history to achieve dramatic increases in academic quality and impact.

About the Position

The Coordinator reports to the Director of Development for Cox School of Business. This position provides project management, writing for the Cox Today Magazine, thank you notes and for special projects such as the L. Frank Pitts event, Mustang Mile, giving day and others.

The Coordinator will also collaborate with Cox marketing and social media as well as Marcom in DEA to write the one page specific to Cox. The Coordinator will be responsible for campaign stewardship and prepare presentations to the Vice President for DEA, Dean Cox School of Business and Board of Directors.

The Coordinator will own projects with minimal oversight such as endowment reports, stewardship and giving day. The Coordinator provides donor communication, financial, administrative, research support for fundraising priorities of Cox School of Business.

This position supports Cox School of Business and the fundraisers in Development and External Affairs.

Essential Functions:

  • Project Management-The Coordinator is responsible for complete ownership of projects with minimal oversight. This includes endowment reports, stewardship and giving day. These projects are assigned by the DOD and the Coordinator takes on full ownership and partners cross-functionally to align Cox School of Business, DEA, schools and units resources with the University's priorities.
  • Writing-The Coordinator will collaborate with Cox Marketing and Social Media as well as DEA MarCom. The Coordinator will be responsible for supporting the DOD's development piece for the Cox Today Magazine, update the thank you notes for special projects (L. Frank Pitts event, Mustang Mile, Giving Day, and others). The Coordinator will work with DEA MarCom on one pagers specific to Cox and the creative writing team for final production.
  • Campaign stewardship-The Coordinator will be responsible for keeping the building deck updated and prepares for the Dean when he goes and speaks to groups. The Coordinator will create a stewardship newsletter for the building which will include ownership of the writing and distribution of the newsletter. The stewardship projects will leverage the most effective information to reach high-priority donors and prospects. These ideas will be presented to DOD, Vice President DEA, Dean Cox School of Business and Executive Board. The Coordinator will use the available information and research to inform the audience as well as editorial assets and vehicles to target this audience.
  • Prospect management and stewardship - Enter donor prospect plans into the development prospect management system, assist with prospect research, and compile recipient information for annual endowment reports to donors. Also responsible for writing donor correspondence, gift acknowledgment letters, and write proposals to major prospects/donors on behalf of the Fundraisers.
  • General Administrative Support - Submit travel expense reports, reconcilable budget monthly, process all expenditures and reimbursements, and track and process procurement card charges. Track donor gifts at all levels and review donor records to confirm accurate posting of donor gifts.
  • Handle general office duties and administrative tasks independently, including various ongoing and assigned development-related projects. Examples include managing and updating calendars, scheduling and preparation for meetings, working closely with Constituent Records to manage constituent updates, handling large scale mailings, draft correspondence, complete gift transmittals, and communicate with Gift Administration to ensure proper handling of gifts and pledges.
  • Report Management - Produce weekly gift and donor reports, including acknowledgment and interaction summaries. Regularly report on the budget and provide general office updates. Submit data requests regularly, with attention to detail on preparing the data for mailing lists, prospecting and funding opportunities.
  • Other duties as assigned
  • Position requires working evenings and weekends for occasional special events hosted by division

Application Instructions



Education and Experience:

Bachelor’s degree is required. Master’s is preferred.

A minimum of three years of professional work experience providing administrative support, program support and/or project management is required. Experience coordinating events and dinners is also required.

Experience providing staff support in a high-profile administrative office or experience in an office that supports a high-level executive or senior management, is strongly preferred.

Experience in a work environment that had high face-to-face customer interactions is a desired. Work or volunteer experience in higher education, or a non-profit organization, is a plus.

Experience with endowment reports and/or stewardship is preferred. Experience in role with responsibility for written communications (e.g. newsletter) is desired.

Knowledge, Skills and Abilities:

Candidate must demonstrate strong verbal and interpersonal communications skills to effectively interact with a wide range of constituencies in a diverse community. Must also demonstrate a strong customer service orientation with the ability to exercise diplomacy and adherence to strict confidential standards. The ability to be flexible and adapt quickly to changing priorities and needs is essential.

Candidate must demonstrate strong written communication skills with ability to disseminate information into precise and effective written communications. Must also demonstrate a strong focus on attention to detail (with grammar/spelling, data, etc.).

Candidate must possess strong time management, organizational and planning skills with the ability to manage multiple tasks and meet deadlines in a fast-paced team environment. Must also demonstrate a high level of initiative on assignments, with the ability to work with minimal supervision and follow through with appropriate actions.

Candidate must possess strong problem-solving skills with the ability to be resourceful, proactive, and seek assistance as needed. Strong process and/or project management experience is essential.

Candidate must demonstrate high level of proficiency with Microsoft Office (particularly Outlook, Word, and Excel). Database experience with Blackbaud and/or FileMaker Pro preferred. PowerPoint or other graphic software is required.

Candidate must possess strong problem-solving skills with the ability to identify and analyze problems, as well as devise solutions. Must also have strong organizational, planning and time management skills.  

Physical and Environmental Demands:

  • Sit for long periods of time

Deadline to Apply:

August 12, 2022

Priority consideration may be given to submissions received by August 1, 2022.

EEO Statement:

SMU will not discriminate in any program or activity on the basis of race, color, religion, national origin, sex, age, disability, genetic information, veteran status, sexual orientation, or gender identity and expression. The Executive Director for Access and Equity/Title IX Coordinator is designated to handle inquiries regarding nondiscrimination policies and may be reached at the Perkins Administration Building, Room 204, 6425 Boaz Lane, Dallas, TX 75205, 214-768-3601,


SMU offers staff a broad, competitive array of health and related benefits. In addition to traditional benefits such as health, dental, and vision plans, SMU offers a wide range of wellness programs to help attract, support, and retain our employees whose work continues to make SMU an outstanding education and research institution.

SMU is committed to providing an array of retirement programs that benefit and protect you and your family throughout your working years at SMU and, if you meet SMU's retirement eligibility criteria, during your retirement years after you leave SMU.

The value of learning at SMU isn't just about preparing our students for the future. Employees have access to a wide variety of professional and personal development opportunities, including tuition benefits.


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