The University of Saint Mary of the Lake/Mundelein Seminary (USML) is the major seminary and graduate school of theology for the Archdiocese of Chicago. Mundelein Seminary is one of the largest priesthood preparation programs in the United States having graduated over 4,000 students since 1926 and serving nearly 30 dioceses in the United States and abroad. In addition to the formation of priests, USML also has a School of Parish Leadership and Evangelization (SPLE) which prepares deacons and lay people for liturgical leadership, ministry, and evangelization. These programs are offered onsite, online, and in hybrid modalities and in both English and Spanish.
The Development Coordinator will report directly to the Vice President of Development. The Development Coordinator will serve as the liaison to Finance Office, Database (D/B) Administrator and Direct Mail Vendor. They will act as the critical bridge between the Office of Development and the database systems. They will be responsible for maintaining donor records, manage gift processing, and translate technical data into actionable insights, ensuring development goals are met efficiently. A high-level summary of responsibilities includes:
- Database Maintenance: Ensuring data integrity, accuracy, and security within D/B – Raisers Edge, such as tracking donor histories, updating contact information, and eliminating duplicates.
- Gift Administration & Compliance: Processing gifts, managing pledge tracking, and working directly with the finance team to ensure all donor care and financial reporting policies are accurately met.
- Strategic Reporting: Generating customized reports on donor retention, giving, and portfolio adjustments to guide fundraising strategies.
- Cross-Departmental Collaboration: Acting as the primary liaison between the development team, Office of Finance, Database Administrator, Direct Mail Vendor, and collaborate with Marketing as dictated by role.
Core Functions
- Requires a highly conscientious person who can positively relate to individuals at all levels.
- Demonstrates “safety for all persons and quality of product/experience” leadership.
- Possess a philosophy that is consistent with the Mission, Vision, and Values of the University organization.
- Must treat all matters with the highest confidentiality at all times.
- Supports the mission/vison of the university.
- Remain vigilant always; report suspicious person’s activities or events to supervision and security.
Essential Job Functions
Database Management – Stewardship and Gift Processing:
- Maintain the University’s reputation for integrity, responsibility, caring, and prudent management of donor gifts through gift and pledge stewardship.
- Provide support for database administrator.
- Process, receive, and record all gift types (cash, checks, credit cards, wires, securities, pledges, matching gifts) received by the Office of Development within 48 hours from receipt.
- Liaison to the Finance Office and Database Administrator.
- Responsible for the reconciliation of gifts and accounts, correct channeling of funds, ensure data consistency across Development and Finance, and ensure complete and consistent financial reporting.
- Code and track gifts to ensure that donor intent, recognition, reporting are accurate and complete and are placed in the correct giving clubs and societies.
- Accurately create, enter, update, and maintain donor records (D/B – Raiser’s Edge NXT) including information associated with, but not limited to transactions, addresses, solicit codes, gifts, interactions, and relationships per Development office protocols.
- Produce reports, queries, data exports, lists, dashboards, and other analytics to support fundraising strategy, benchmarking, and audits.
- Generate timely, accurate, and personalized gift acknowledgments, tax receipts, tribute notifications, and pledge reminders in collaboration with internal and external stakeholders and third-party vendors.
- Identify and implement opportunities to improve processes, workflows, and data quality.
- Collaborate closely with internal stakeholders to support shared goals and efficient operations.
- Coordinate with the Database Administrator to ensure accuracy of all mailing lists.
- Annually (or as needed) update new alumni records into Raiser’s Edge NXT working with Registrar and Marketing departments.
- Ensure Email lists are accurate and updated at all times in MailChimp.
- Participate in donor evaluations to transition donors between program levels within the fundraising model and to relationship managers.
- Assist in donor engagement and identification of prospective mid and major level donors.
- Other duties as assigned
Annual Fund
- Serve as primary point of contact for printed and digital mail campaign vendors and provide support, assist in identifying and suggesting content, coordinate mail programs, and provide any information as needed.
- Participate in meetings with direct mail vendors.
- Assist in identifying, suggesting, and compiling content for print and digital mail campaigns.
- Work with internal partners to focus on current trends at the seminary to incorporate into “story telling” for direct mail and acknowledgements, including collecting information from students and employees that can be used in communication pieces.
- Coordinate the annual USML Giving Day (June 15) and Giving Tuesday online campaigns.
- Collaborate with the Marketing department on Fundraising initiatives to ensure consistent language and campaign content across platforms.
Department Support
- Assist in answering the gift/donor line or development email account and respond to donors’ requests within 24 hours of contact, in a courteous manner.
- Assists with staffing and support for Office of Development events.
- Represent the Department by serving on internal committees assigned by the VP.
- Take initiative to improve processes and outcomes, incorporate best practices, and suggest innovations in this position.
- Other duties as assigned.
Education and Experience – An equivalent combination of education, training and experience will be considered.
- Bachelor’s degree from an accredited university (Business, Communications, IT), preferred.
- Five (5) years’ experience working for nonprofit, higher education, and/or religious institution.
- Five (5) years’ plus of progressive administrative experience in an office environment.
- Two (2) years’ of Raiser’s Edge NXT experience, including gift processing.
- Experience working with high level/ (VIP) Donors, and Board Members.
- Experience working within a diverse setting consisting of faculty, staff, students, donors, others.
- Strong ability to network, build connections, and cultivate relationships within the Catholic Church.
Knowledge, Skills, and Abilities which may be representative, but not all-inclusive of those associated with this position.
- Strong Attention to detail must ensure accuracy, integrity, and quality of data.
- Advanced Communication: Exceptional written and verbal communication skills for drafting correspondence, making presentations, and handling confidential information.
- Technical Proficiency: High-level mastery of the Microsoft Office Suite, specifically Word, Excel, PowerPoint, Teams, and Share Point.
- Experience using Raiser’s Edge NXT or similar CRM, mail merge systems, preferably Mail Chimp and Event Management Software.
- Strong understanding of fundraising principles, including prospect research, cultivation, solicitation, and stewardship.
- Strong analytical, problem-solving, and critical thinking skills, ability to troubleshoot and resolve technical and Office of Development needs/issues effectively.
- Demonstrated time management, organizational and prioritization skills. Ability to work independently requiring no supervision, self-motivated, and multi-task effectively.
- Demonstrated ability to assume responsibility to complete assigned tasks.
- Relationship Building: Excellent interpersonal and communication skills, the ability to interact tactfully with high-level constituents (like VIPs and BOA) while maintaining strict discretion and confidentiality. Ability to also establish positive relations within Development and across USML with staff, faculty, students, etc.
- High level of discretion and professionalism in handling confidential matters.
- Ability to anticipate needs and proactively solve problems and make wise decisions.
- The ability to understand USML goals and recommend new approaches, policies, and procedures to impact long-term processes positively.
- Flexible - ability to adapt to changing priorities as dictated by business needs or Office ofDevelopment increasing the need for collaboration across a wide range of stakeholders.
- Must be comfortable working for a faith-based organization.
- Must be authorized to work in the United States.
Job Type: Full-time
Pay: $43,000.00 - $60,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Retirement plan
- Vision insurance
Work Location: In person
