Stewardship Coordinator, Extension Development Office

Working Title: Stewardship Coordinator, Extension Development Office

Appointment: Full-time, AD Officer 1-Adv Ops Gnrlst (Job code 8341AO), Civil Service

Extension area: Extension Development Office

Office location: Coffey Hall, St. Paul Campus

Pay range: $22-$30/hour; depending on education/qualifications/experience

Apply by: September 28, 2025

University of Minnesota Extension seeks Stewardship Coordinator to support donor engagement and stewardship. This role combines advancement operations, donor relations, volunteer coordination, and program support.

You will work with the systems, processes, and tactical implementation that bring Extension's donor engagement strategy to life. You will often be the first point of contact for donors and volunteers, with your professionalism and expertise directly shaping their perception of Extension.

Extension programs advance youth development through Minnesota 4-H, agricultural innovation, volunteer programs, community and economic development, family financial wellness, nutrition education, natural resources education, and more. This position helps to ensure that these vibrant programs have the sustainable funding needed to serve communities across Minnesota.

This position reports to the Director of Development and is part of a collaborative advancement team that includes annual giving, stewardship, and communications professionals. Together, the team secures more than $5M annually in support of Extension's mission.

RESPONSIBILITIES

Operations (40%)

• Process daily gifts, ensuring accurate entry, timely acknowledgments, and seamless stewardship fulfillment.
• Monitor gift reporting, fund management, and compliance tracking in Donor Management System (DMS).
• Integrate data between PEARS, 4-H Online, registration, and DMS systems, ensuring alumni and contact information updates, participation, and volunteer engagement data flows seamlessly between platforms.
• Work in complex data operations, including list preparation, audience segmentation, and query coordination to support annual giving, stakeholder engagement, communications, and major gift initiatives.
• Coordinate gift agreements and maintain comprehensive advancement filing systems, donor correspondence protocols, and record-retention procedures.
• Maintain inventory management systems for advancement materials, event supplies, donor recognition items, and program resources.
• Work closely with an accountant to track budgets, respond to inquiries, manage expenses, and coordinate contracts for advancement activities.
• Provide operational support that enables gift officers and annual giving specialists to focus on strategy and relationship-building.

Donor relations (40%)

• Implement stewardship programs for donors including customized impact reports, recognition experiences, and communications demonstrating Extension's accountability and gratitude.
• Monitor and report on giving milestones for major donors, planned gift donors, and Dean's Circle members.
• Work with the advancement team to plan and execute donor and volunteer events, including venue agreements, invitations, registration systems, attendee communication, and logistics -- plus coordination of youth involvement for 4-H donor events.
• Coordinate the team's presence at signature events (Minnesota State Fair, advisory meetings), including scheduling, displays, materials, and follow-up.
• Support gift officers with meeting coordination, document preparation, and prospect research.
• Coordinate with the Extension communications team to update/finalize donor-facing materials, impact stories, and recognition pieces.

Project support (20%)

• Coordinate multi-channel annual giving campaigns, specialized crowdfunding initiatives, event/program sponsorship, and digital fundraising efforts.
• Serve as process facilitator for 4-H scholarships and youth grant programs: facilitate volunteer evaluation committees and cross-functional teams (finance, 4-H colleagues, technology, communications); manage communications with donors, applicants, recipients, and 4-H clubs.
• Coordinate cross-departmental advancement projects between development, communications, and program teams.
• Coordinate volunteer scheduling and logistics for select events, including supply ordering, setup, and staffing of the 4-H Alumni Booth at the Minnesota State Fair.
• Support Minnesota 4-H Council communications, meeting logistics, and advancement alignment.
• Manage archival projects for 4-H historical materials, preserving Minnesota 4-H heritage through coordination with UMN Libraries. Manage a 4-H history display in the State Fair 4-H Building. Engage 4-H alumni and Extension retirees in this work.

This is a campus-based position at the University of Minnesota's St. Paul campus that requires regular on-campus presence for operational coordination, team support, and daily advancement operations.

• Work arrangements:
  • Preferred: Full-time on-campus.
  • Alternative: 1 day a week remote/hybrid flexibility.
• Final work arrangements will be finalized collaboratively during the offer process based on candidate location, experience, and team needs.

Travel requirements:

• Occasional travel is essential for donor engagement. Typical travel includes:
  • Occasional weekend or evening events (2-5 annually), with weekday flexibility provided.
  • Additionally, the role requires a significant presence at the Minnesota State Fair.
• All work-related travel expenses are reimbursed per University policy.

Required qualifications:

• Four years of progressive professional experience in relationship-driven fields involving data management, engagement, cultivation, solicitation, and stewardship; or a combination of relevant degree and experience to total 4 years
• Experience with phone/video-based outreach and in-person interactions, with an approachable demeanor that builds rapport with donors and volunteers.
• Strong verbal and written communication skills: active listening, compelling writing, and clear presentations with excellent grammar and formatting.
• Demonstrated success working independently and collaboratively in team settings.
• Demonstrated proficiency with database/CRM systems and data analysis tools (e.g., Salesforce, Raiser's Edge, Excel, or similar).
• Proficiency with multi-channel fundraising and engagement tools, including digital platforms, direct mail, crowdfunding, email marketing systems, phonathon, social media, and/or mass email best practices.
• Strong analytical skills with ability to interpret data and identify trends.
• Proven track record of meeting goals and managing multiple projects simultaneously with attention to detail and quality.
• Program/project planning, execution, evaluation, and reporting experience.
• Creative and entrepreneurial approach balanced with sound judgment.
• Experience with Google and Microsoft applications.

Additional Requirements:

• Valid driver's license and own means of transportation with required liability insurance. Reimbursement for travel and subsistence is available in accordance with University policy.
• Must be able to work regularly at a dedicated/assigned Extension office and must have reliable internet if/when working outside of the office.
• Must be reachable with a mobile number when not in the assigned office location.
• Ability to maintain a flexible work schedule, including occasional evening and weekend work.
• This position is not eligible for employment visa sponsorship.

Preferred qualifications:

• Experience supporting capital campaigns or multi-year fundraising initiatives.
• Knowledge of gift processing, compliance requirements, and advancement services best practices.
• Experience in higher education advancement or agricultural/youth development nonprofits.
• Knowledge of Extension's mission and/or Minnesota 4-H.
• Experience thriving in hybrid or remote work environments.
• Experience in event planning and coordination, with ability to engage, motivate, and support volunteers in fundraising or outreach activities.
• Familiarity with marketing/branding principles, planned giving, estate giving, and philanthropy vocabulary.
• Demonstrated ability to influence and inspire others.
• Experience managing volunteers in a fundraising or program context.
• Experience drafting donor-facing materials (proposals, stewardship reports, impact stories).

About Extension

University of Minnesota Extension is a major outreach arm of the University of Minnesota with a mission to serve the public through applied research and education. Our mission is to make a difference by connecting community needs and University resources to address critical issues in Minnesota. Extension strives to attract and retain high-quality, passionate employees, and weave diversity, equity and inclusion into all aspects of Extension's programming and employee engagement. Find further information on the Extension website.

Pay Range: $22-$30 an hour ($45,760 - $62,400 annually); depending on education/qualifications/experience

Time Appointment Category: 100% Appointment (40 hours/week)

Position Type: Civil-Service

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click Apply and follow the instructions.

Please include the following attachments with your online application:

1. Cover letter that speaks to your experience related to donor engagement and stewardship
2. Resume/Vitae

Names and contact information for three professional references will be required during the interview process.

Additional documents may be attached after the application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. See full application instructions.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).

For questions about this position, contact the hiring manager:

Brad Starbuck, Extension's Director of Development, bstarbuc@umn.edu

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.