JOB TITLE
Coordinator, Foundation Relations
LOCATION
Worcester
DEPARTMENT NAME
University Advancement - Fundraising
DIVISION NAME
Worcester Polytechnic Institute - WPI
JOB DESCRIPTION SUMMARY
The Foundation Relations Coordinator provides essential research, administrative, and programmatic support for WPI's foundation fundraising efforts, enabling the Senior Director, Foundation Relations to focus on major relationship cultivation and grant solicitation. This role conducts prospect research to identify funding opportunities, manages smaller grant applications and reporting, coordinates proposal development logistics, maintains foundation tracking systems, and ensures excellent stewardship of foundation relationships. The Coordinator serves as a critical partner in building WPI's foundation funding pipeline, particularly leveraging the university's new R1 research designation and distinctive project-based educational mission. Reporting to the Senior Director, Foundation Relations, this position offers significant professional development opportunities in institutional fundraising and exposure to all aspects of foundation relations work.
JOB DESCRIPTION
Foundation Prospect Research & Identification
1. Conduct comprehensive research on private, family, corporate, and community foundations to identify funding opportunities aligned with WPI's priorities
2. Use foundation research databases (Foundation Directory, Candid/GuideStar, foundation websites, IRS 990s) to gather intelligence on giving priorities, application processes, funding ranges, and deadlines
3. Prepare detailed prospect profiles including foundation mission, trustees/staff, funding history, WPI connections, application requirements, and cultivation strategies
4. Monitor foundation announcements, new funding initiatives, and changes in priorities relevant to WPI's programs
5. Track foundation funding trends in STEM education, research, student access, and related areas
6. Identify foundations supporting institutions similar to WPI and analyze their giving patterns
7. Conduct biographical research on foundation trustees and program officers to identify WPI connections
8. Maintain current knowledge of foundation landscape and emerging opportunities
9. Present research findings and recommendations to Senior Director for portfolio assignment and strategy development
Grant Writing & Proposal Development Support
10. Write letters of inquiry, concept papers, and grant proposals for smaller foundation opportunities ($5,000-$50,000)
11. Provide writing and editing support for larger proposals led by Senior Director
12. Gather program information, data, and supporting materials from faculty and campus partners
13. Coordinate proposal development timelines ensuring all components are completed and submitted on deadline
14. Compile proposal attachments including budgets, letters of support, organizational documents, and supplementary materials
15. Format and produce professional proposal packages according to foundation specifications
16. Ensure proposals align with foundation priorities and guidelines while articulating WPI's distinctive strengths
17. Maintain proposal template library and boilerplate content for efficiency
18. Track all proposal submissions, deadlines, and outcomes
19. Coordinate foundation site visits including scheduling, itineraries, briefing materials, and logistics
Grant Administration & Stewardship
20. Manage grant reporting requirements and deadlines for foundation grants
21. Coordinate with faculty, program staff, and Finance to gather information for progress and final reports
22. Draft grant reports demonstrating project outcomes, impact, and stewardship
23. Track grant deliverables and alert Senior Director and campus partners to upcoming requirements
24. Maintain grant files with proposals, agreements, correspondence, and reports
25. Support stewardship communications including thank-you letters, impact updates, and relationship touchpoints
26. Coordinate foundation donor recognition and acknowledgment processes
27. Prepare briefing materials for Senior Director's foundation meetings and visits
28. Respond to foundation requests for information and documentation
Database Management & Reporting
29. Maintain accurate, comprehensive records of all foundation activity in advancement database (Blackbaud/Raiser's Edge or equivalent)
30. Document foundation interactions, proposals submitted, grants received, and relationship notes
31. Track foundation pipeline including prospects under research, proposals in development, pending requests, and active grants
32. Generate regular reports on foundation fundraising metrics including proposals, success rates, pipeline value, and revenue
33. Maintain foundation contact information, giving history, and relationship data
34. Create dashboards and tracking systems that provide Senior Director with actionable intelligence
35. Ensure data quality and completeness for foundation records
36. Support divisional reporting on foundation fundraising performance
Relationship Management & Coordination
37. Serve as point of contact for smaller foundation relationships and routine communications
38. Coordinate with campus partners including faculty, research centers, academic departments, and administrative offices on foundation funding opportunities
39. Build collaborative relationships with colleagues across advancement and campus
40. Represent foundation relations function on cross-functional teams as appropriate
41. Attend foundation webinars, information sessions, and local convenings
42. Stay current on foundation best practices through professional development and learning
43. Support Senior Director in managing calendar, meeting preparation, and follow-up
44. Provide excellent customer service to internal and external stakeholders
45. Performs all other duties and responsibilities as assigned or directed by the supervisor.
Required
46. Bachelor's degree
47. 2-4 years of experience in foundation relations, grant writing, nonprofit development, or related field
48. Strong research and analytical skills with ability to synthesize information from multiple sources
49. Excellent writing skills with demonstrated ability to craft clear, compelling narratives
50. High attention to detail and commitment to accuracy in proposals and data management
51. Exceptional organizational skills and ability to manage multiple projects with competing deadlines
52. Proficiency with database systems; experience with Blackbaud/Raiser's Edge preferred
53. Comfort with foundation research platforms (Foundation Directory, Candid, etc.) or ability to learn quickly
54. Strong interpersonal skills and ability to work collaboratively with diverse stakeholders
55. Proactive, self-directed work style with strong initiative and problem-solving abilities
56. Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint)
57. Ability to understand and articulate complex academic programs and research projects
58. Commitment to confidentiality and professional discretion
59. Flexibility and adaptability in fast-paced environment
Preferred
60. Experience in higher education advancement or academic setting
61. Knowledge of STEM education or research funding landscape
62. Familiarity with grant budgeting and financial components of proposals
63. Experience coordinating with faculty or researchers on funding proposals
64. Understanding of foundation sector and institutional philanthropy
65. Previous exposure to project management methodologies
Salary Grade 7: $62,500 – $65,000 per year (depending on experience)
Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.
FLSA STATUS
United States of America (Exempt)
WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. It seeks individuals from all backgrounds and experiences who will contribute to a culture of creativity, collaboration, inclusion, problem solving, innovation, high performance, and change making. It is committed to maintaining a campus environment free of harassment and discrimination.