Coordinator, Development, 4-H Foundation

About the 4-H Foundation

The Oregon 4-H Foundation is a non-profit organization, incorporated in 1957 with Oregon State University Foundation as its sole member, with a $1.4M annual operating budget and a $15M endowment. Trustees are volunteers pledged to support the Oregon 4-H Program and its land-grant university mission. The Foundation is managed by an executive director with dual responsibilities as a director of development for the Oregon State University Foundation.

The mission of the Oregon 4-H Program is to provide young people with intentional, high quality learning experiences that promote positive interactions with adults and peers, sustained and active participation across time, and opportunities to make meaningful contributions to the world around them. The Oregon 4-H Program is a unit of Oregon State University Extension Services.

Position Summary

As an employee of the OSU Foundation and reporting to the Executive Director of 4-H Foundation/Director of Development, this position provides general administrative support to the 4-H Foundation Executive Director/Director of Development, and program support the 4-H Foundation Board.

The successful candidate will be required to show proof of being fully vaccinated against COVID-19 prior to the first day of employment.

Work Location

The work location for this position is the Foundation’s Corvallis, Oregon office.

The Foundation offers a program called Core Work Days, a hybrid approach combining remote and in-office work days. Unless traveling for work, Foundation employees are in office on Tuesday, Wednesday and Thursday, and work remotely, if preferred, on Monday and Friday.

Key Partners

The key partners for this position include other OSU Foundation coordinators, finance staff and OSU 4-H Program faculty, staff, and volunteers.

Measures of Success

• Ensure all Board meetings, including committee meetings, are executed professionally and provide the Trustees with a meaningful volunteer experience worthy of the time they give
• Ensure best practices are used when coordinating meeting materials and are electronically prepared and distributed to all participants in a timely manner
• Ensure all communication needs for 4-H Foundation’s trustees, donors, friends and 4-H association counties are met in a timely and appropriate manner and – as importantly - convey the unique perspective of the 4-H program
• Ensure each county 4-H association 501c3 status is maintained each year

Major Duties

General Administration

Under the guidance of the Executive Director, help report financial records, organize and file documents, records, publications, and reports, maintain filing systems. Pull budget reports as needed, handle mail, pay invoices, administer expense report process. Maintain 4-H donor and volunteer records on CRM platform.

Board Relations and Communications

Under the general supervision of the Executive Director, partner with Finance to process the cash position report and project balance report for each county and help track the annual reporting process for counties.

Provide program support to planning meetings with the executive director and volunteer leadership to ensure successful outcomes at meetings.

Provide support and guidance to trustees and the executive director to ensure board work is conducted in a professional manner.

Provide support to all 4-H Foundation meetings; prepare materials, help the Executive Director develop presentations, record accurate minutes and ensure formal review by the Executive Director, ensure records and documents are maintained appropriately.

Work with the Executive Director to make sure all 4-H Foundation communications are executed professionally and provide 4-H constituents with accurate, timely, and engaging content

Scholarship and Grant Management

Under the guidance of the Executive Director, provide scholarship criteria to OSU 4-H faculty and inform donors of scholarship recipients, and monitor, receipt, track and document unrestricted foundation grant activity and 4-H program grants.

Annual Giving Operations

Provide program support to the Executive Director to as they partner with the Foundation’s Annual Giving Staff, to help coordinate faculty and donor participation in Annual Giving events and solicitations.

Provide program support to help the Executive Director acquire, retain, upgrade, and sustain annual support from current, lapsed, and prospective Leadership Circle members.

Required Knowledge, Skills and Abilities

Knowledge of:

• General fundraising and donor concepts and activities
• General knowledge of 4-H philosophy and program activities
• Project management and organizational skills

Demonstrated skills in:

• Proficiency using MS Office Suite including Word, Excel, PowerPoint, Teams, Sharepoint and Outlook and video conferencing software including Zoom
• Accuracy and attention to detail
• Capacity to be aware of, control, and express one's emotions appropriately, and to handle interpersonal relationships maturely, thoughtfully, and empathetically, including the ability to work with individuals from diverse backgrounds.
• Working with volunteers and board structures
• Excellent written and verbal communication skills for all audiences

Ability to:

• Develop clear and concise written materials; accurately proofread and edit materials
• Write, edit and distribute communication materials for various audiences
• Develop efficient workflows
• Provide exceptional and courteous customer service to key partners, colleagues and internal / external Foundation donors and friends
• Be proactive and / or respond to urgent problems and unexpected requests in a timely manner
• Maintain the highest level of discretion and confidentiality
• Be able to handle interpersonal relationships maturely, thoughtfully, and empathetically, including the ability to work with individuals from diverse backgrounds.
• Work independently with minimal supervision
• Multi-task and prioritize work

Required Minimum Qualifications

Bachelor’s degree and three years of development or related work experience. Education and experience equivalencies will be considered. Candidates must possess a valid driver’s license and must be able to travel by varying modes of transportation.

Core Values

We strive to be one of the best places to work in the country. We know that our success depends in large part on the people who carry out our mission. It is what we do –and how we do it - that makes the difference. Our core values reflect our approach to work and to each other, and we are committed to conduct consistent with these values.