Development Operations Coordinator (Tulsa, OK)

About the Role

The Development Operations Coordinator provides essential support to the development team by managing administrative functions, coordinating donor engagement activities, assisting with reporting and data management, and maintaining smooth internal and external communications. This role is ideal for a detail-oriented individual with a strong ability to manage multiple priorities and a commitment to supporting philanthropic efforts.

This position will be located at the Tulsa office on the OSU-Tulsa campus and will support the OSU-Tulsa, OSU Institute of Technology, and OSU Center for Health Sciences teams.

Responsibilities

• System and Data Management (35%)
  • Serve as an expert in OSU Foundation systems and tools including LawVu, ascend (Salesforce), and MS Teams.
  • Coordinate gift processing, deposits, and pledge documentation.
  • Serve as a power user for B.A.R.N. team sites as needed.
• Campus and Unit Partnerships (20%)
  • Serve as a liaison with campus partners, providing exceptional support for onboarding, troubleshooting, and proposal development.
  • Manage designation assignments and ensure signature authority alignment with meticulous attention.
  • Support respective unit leads as needed with campus-related inquiries, offering unparalleled assistance.
  • Support ticketing process for unit events, including football games and donor receptions as needed in collaboration with unit Stewardship Team.
• Administrative and Financial Coordination (20%)
  • Ensure compliance with departmental budgets through intentional monitoring of year-to-date expenditures.
  • Diligently process, track, and submit PCards and expense documentation with timeliness and accuracy.
  • Coordinate office supplies, motor pool reservations, and more.
• Donor and Portfolio Support (15%)
  • Assist assigned development officers (DOs) with insightful contact reports and strategic updates.
  • Maintain accurate donor records and prepare detailed briefing documents.
• Calendar and Meeting Management (5%)
  • Manage calendars for development officers (DOs) and key team members to optimize fundraising and efficient use of time.
  • Schedule internal team meetings as needed and prepare comprehensive agendas.
  • Organize and support donor visit logistics in partnership with DOs, including reservations, bios, and assembling necessary materials.
  • Contribute to and prompt employee engagement fun (anniversaries, birthdays, and retreats) to foster a positive team culture.
• Reporting and Ticketing Requests (5%)
  • Prepare weekly and monthly internal reports and unit/development officer (DO) updates with meticulous attention to detail.
  • Manage ticketing for research briefs, Technology Services and Security, record updates, lists, and help track departmental key performance indicators (KPIs) with precision.
• Other duties as assigned.

Requirements

• High school diploma or equivalent experience. Bachelor’s degree preferred.
• Minimum of 1–2 years of administrative or coordination experience, preferably in a nonprofit, development, or higher education environment.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and customer relationship management (CRM) or donor management systems.
• Ability to handle confidential information with discretion.
• Proven sense of humor and ability to have fun.

Skills

• Effective Communication: Communicates well (written and verbal); exhibits exceptional listening skills, and is transparent through open dialog and informational sharing; seeks first to understand and assumes positive intent; deals with others in a straightforward and honest manner while conveying both good and bad news.
• Execution & Initiative: Demonstrates a high level of initiative on assignments; expresses interest in taking on more responsibilities and contributing to overall goals; proactively contributes to problem solving and pursues continuous improvement efforts; takes responsibility to ensure quality and timeliness of deliverables.
• Teamwork/Interpersonal Skills: Builds and maintains strong internal working relationships that promote open and honest communication; values diversity and treats all individuals with respect and professionalism; supports team efforts and makes the foundation a more enjoyable place to work.
• Problem Solving/Judgment: Seeks guidance and expert opinions in decision-making and planning process; gains understanding of how to apply approved policies and procedures; responds appropriately and timely to issues.
• Adaptability/Flexibility: Committed to continuous improvement; adapts to change, is open to new ideas; takes on new responsibilities, handles pressure, and adjusts plans to meet changing needs; demonstrates self-control and remains productive during times of uncertainty.
• Courage & Conviction: Proactively takes responsibility for individual outcomes regardless of success, and learns from all results; demonstrates dedication to the principles of truth and honesty; maintains confidentiality; supports company values.
• Donor Centered: Follows through with appropriate actions and/or information to meet the requests of donors; actively shares contacts and relationships with those who may have common goals or needs; embraces development and stewardship strategies that build relationships and respect the donors' interests.

Physical Requirements

• Ability to communicate effectively in person, by phone, and via video conferencing.
• Requires frequent repetitive motions when operating computers, telephones, and standard office equipment.
• Ability to sit or stand for extended periods while working at a computer, attending meetings, or participating in events.
• This role includes traveling locally for meetings and university events, which may include walking on campus and navigating varied environments.
• Requires a valid driver's license.
• Availability to work occasional evenings and weekends to support fundraising events and donor engagement activities.
• Ability to lift, carry, push, or pull materials weighing up to approximately 20 pounds.