Philanthropic Support Specialist
Job in
Toledo, Lucas County, Ohio, 43614, USA
Listing for:
The University of Toledo Foundation
Full Time
position
Listed on 2026-01-24
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Business Administration, PR / Communications, Virtual Assistant/ Remote Admin
Job Description & How to Apply Below
POSITION TITLE
:
Philanthropic Support Specialist
REPORTS TO: Associate Vice President of Main Campus Philanthropy
FLSA CLASSIFICATION: Exempt
PAY GRADE: 6
THE ROLE & PRIMARY RESPONSIBILITIES
The Philanthropic Support Specialist is a pivotal operations and donor-relations professional who enables frontline fundraising success and revenue generation. This role oversees complex administrative workflows, event logistics, executive scheduling, and vital support to the Associate Vice President of Main Campus philanthropy and six main campus philanthropic advisors. This individual collaborates regularly with the entire main campus philanthropy team as well as the alumni, annual giving, prospect research, and advancement services teams to foster an organized, effective, and professional operating environment.
This person will be expected to deliver a best-in-class donor experience and to help drive revenue aligned with institutional priorities by serving in this role.
SPECIFIC DUTIES
The following duties reflect management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.
Manages the day-to-day administrative affairs of the main campus development officers, including, but not limited to composing correspondence, scheduling meetings, providing travel arrangements, answering phones, sorting & distributing mail, ordering supplies, maintaining files, handling reimbursements and credit card statements, and managing event reservations.Assists with the gift and fund agreement processes, including drafting agreements, providing critical review, tracking, scanning, preparing agreements for signature, engaging with impacted parties to make/validate changes, and bringing agreements to closure.Coordinates athletic suites and college specific events for all main campus gift officers.Creates and maintains donor visit guides for main campus college officers.Manages Wrike requests for various projects, including printed materials, invitations, events, prospect lists, business cards, and promotional materials.Maintains calendar for main campus events and travel.In coordination with the Donor Relations team, closely monitors stewardship activities, ensuring that acknowledgement, thank you notes, reports phone calls, etc. are completed in a timely fashion. Makes weekly thank you calls for recent donations.In collaboration with the Alumni team, serves as primary liaison for Homecoming, including managing distinguished alumna/us communicationsDrafts correspondence and other written materials. Responds to inquiries and handles constituent concerns by phone, memo, and e-mail.Oversees and manages the paper and electronic filing systems, ensuring that important constituent and other information is being stored appropriately and timely.Manages annual communications to donors, including holiday cards.Participates in main campus college advancement council meetings, taking minutes and ensuring coordination and follow-up as appropriate.Prepares materials for main campus team meetings, including agendas, minutes, and supplemental materials when necessary.Prepare and provide weekly pipeline and moves-management reports by reviewing and analyzing data relative to portfolio saturation and progress toward goals.Draft and proof donor-facing content, including proposals, one-pagers, impact stories, and case statements in partnership with philanthropic advisors and marketing/communications.Ensure brand alignment and messaging consistency; manage version control and asset libraries.Collaborate with the Office and Financial Aid and student scholarship/award recipients to support the stewardship efforts of main campus philanthropic advisors.Serves as backup to the Executive Assistant to the Senior Associate Vice President of Development.Other duties and special projects as assigned.QUALIFICATIONS
- Bachelor’s degree or equivalent combination of education and experience
- Computer experience and high skill level with Windows, Microsoft Word, PowerPoint and Excel including the ability to transfer and use information between applications
- Proficiency with CRM platforms (Salesforce)
- Strong…
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