Under the general leadership of the Associate Vice President for Advancement Administration, the Documentation Coordinator (“the Coordinator”) works to efficiently and accurately capture donor gifting intentions in writing. The Coordinator will draft gift agreements (and other formal gifting instruments), manage the internal review/editing process, track workflow, and ensure timely completion of all gifting documentation. The Coordinator will also serve as a conduit between Advancement colleagues and the UB Foundation as it pertains to how best to capture intent in gift documentation and work collectively with advancement and financial administration colleagues across the university to track impact of philanthropic funds.

Primary Responsibilities:

Writing and Documentation (70%)

• Draft all philanthropic gift agreements using preapproved templates (and other gifting documents) and circulate for internal review, editing and approval.
• Manage additional requirements for accepting gifts at the highest levels including writing and submission of necessary SUNY approvals and UB Council resolutions.
• Track all agreements and documentation activity to ensure transparency and understanding of workflow issues and speed.
• Evaluate and create efficiencies in gift agreement workflow and procedures using technology to automate and advance efforts.
• Finalize agreements through signature facilitation, gift acknowledgment coordination and accurate recording in CRM.
• Work with Senior Director of Stewardship to accurately and efficiently capture information in CRM regarding philanthropic funds, including stewardees, internal contacts, fund purposes, and special handling details.
• As time allows, support additional University Advancement documentation writing, such as policies and procedures, as requested.

Donor Stewardship (20%)

• Develop workflow and tracking process to ensure that unique donor stewardship requirements (as documented in gift agreements) are fulfilled by internal partners according to agreed-upon timeframes.
• Support annual endowment report process and mailing as requested.
• Assist with the collection of impact information and editing of donor impact reports as requested
• Learn and be familiar with key donor, alumni and volunteer names, the nature of their relationships with UB and their UB giving history in order to assist with the important stewardship of these relationships.

Other (10%)

• Participate as a full member of the University Advancement team, professional development activities, and other staff meetings as appropriate.
• Participate as an active member of the Donor Relations and Stewardship Team, supporting the strategic priorities of the office as requested and as time allows.
• Pursue professional growth activities with the approval and support of the Assistant Vice President.
• Other duties as assigned.

Supervisory Relationships: 

The Documentation Coordinator reports to the Senior Director of Stewardship.

Functional Relationships: 

Within the Division of University Advancement, the Coordinator collaborates with colleagues in Donor Relations and Stewardship, Alumni Engagement, Advancement Communications, Advancement Services and Prospect Research. The Stewardship Coordinator will develop and maintain strong working relationships with advancement officers and all internal partners, including unit business officers and colleagues within the Office of Financial Aid and University at Buffalo Foundation, Inc. On occasion the Coordinator will interface with donors, prospects, and key volunteers in order to advance their relationships with the university.

Key Qualities for Success: 

The incumbent must be results-oriented with personal characteristics that include commitment to confidentiality, diplomacy, flexibility, sense of humor, team-orientation, attention to detail, organization, and sensitivity to the stewardship of long-term relationships. Other necessary qualities include integrity, leadership, and a fundamental commitment to equity, inclusion, and diversity. The incumbent must be able to articulate the mission and goals of a public institution of higher education.

Required Qualifications: 

• Bachelor’s Degree
• A minimum of two years of progressive experience in an office environment
• Excellent writing skills and ability to clearly express details and ideas
• Commitment to confidentiality and attention to detail
• Strong project management skills
• Excellent oral communication skills; strong interpersonal skills
• Strong organizational skills and the ability to work independently
• Technical/digital competence
• Good judgment and ability to interact with a diverse group of people (internal and external)

UB offers highly competitive salary and benefit packages for its advancement staff.

Salary range: $40,000-$45,000

The University at Buffalo is an affirmative action/equal opportunity employer and, in keeping with our commitment, welcomes all to apply including veterans and individuals with disabilities. The University is dedicated to the goal of building a culturally diverse and pluralistic University community committed to teaching and working in a multicultural environment.