Alpha Phi Foundation



Development & Stewardship Coordinator

Job Title: Development & Stewardship Coordinator
Reports to: Director of Development
Status: Non-Exempt, Full-Time
Location: Evanston, IL

To apply, send resume and cover letter via email to noting Development & Stewardship Coordinator in the subject line.

Position Summary

The Development & Stewardship Coordinator assumes responsibility for coordinating, maintaining and evolving the processes for all gift and data entry; donor acknowledgements and overall stewardship efforts of Alpha Phi Foundation.

S/he executes all aspects of the gift reconciliation process, including data analysis and reporting. The Coordinator also supports individual and chapter giving through donor communications and campaign support.

Primary Relationships
  • Reports to the Director of Annual Giving
  • Within Alpha Phi Foundation, the Coordinator has primary working relationships with the Director of Annual Giving, the development, finance and marketing staff.
  • Outside of the Foundation, the position coordinates, primarily, with donors.

Principal Areas of Responsibility

Gift Management:

  • Process all gifts in the Raiser's Edge, including but not limited to:
          - Direct Mail Receipts
          - Electronic Fund Transfers
          - Sustaining Gifts
          - Credit Card & Website Gift
          - Chapter Event Gifts
  • Prepare and send all donor acknowledgements in a timely manner and according to industry standards, including but not limited to:
          - Gift Acknowledgement Letters & Receipts
          - Honor/Memorial Notifications
          - Individual Tax Letters
          - Chapter Event Reports
          - New Donor Welcome Packets
          - Donor Recognition Items (e.g. 1872 Pins)
  • Produce appropriate reports for Controller and auditors to reconcile database records with Foundation financials, including but not limited to:
          - Daily reconciliation of gifts and pledge payments
          - Monthly preparation of financial reports, merchant service transaction and
          pledge payments
  • Monitor and update systems to continually improve gift processing efficiency and effectiveness
Individual Giving:
  • Support cultivation & stewardship efforts for all donor recognition societies (e.g. Clara's Circle, 1872 Society)
  • Coordinate production and timely fulfillment of campaign incentives (e.g. parent premiums, Clara's Circle premiums)
  • Ensure all gift commitments and information related to fundraising activities are entered into the database in a timely and accurate manner
  • Assist with the preparation of materials for individual solicitations and cultivation events as needed
General Administration
  • Assist with reporting, analysis and donor outreach for chapter solution donations as needed
  • Assist with planning and support of key events for Leadership Conferences & Convention
  • Demonstrate the Foundation's mission and vision and perform other duties as assigned
  • Attend Foundation staff meetings (weekly)
  • General office work is included, as it is for all Foundation staff, such as:
          - Filing and correspondence
          - Answering and directing phone calls as appropriate
          - Responding to emails within 24 hours

Additional responsibilities may be assigned.

Technology Used:
Expected to be proficient with Microsoft Suite programs, The Raiser's Edge and Luminate Online.

  • Bachelor's Degree required
  • Database experience in Raiser's Edge required
  • Preference given to candidates who have at least two years of development or data processing experience

Other Skills

  • Alpha Phi membership preferred but not required
  • Detail-oriented with high standards for excellence, accuracy and confidentiality
  • Exceptional time and project management skills
  • Proven written and personal communication skills
  • Ability to thrive both independently and in a team environment
  • Aptitude for developing, implementing and maintaining systems and processes
  • Personal and professional values consistent with the Alpha Phi organization