Program Coordinator, Portfolio Intelligence

State of Colorado; Denver (CO); Hybrid; USD 60,000 - 78,000; Full time

Benefits offered by this job

Healthcare options

Tuition benefit

Paid holidays

Parental leave

Job summary

University of Colorado System Administration is seeking a detail‑oriented Program Coordinator to support Prospect Development data and analytics. The role focuses on accurate data entry, portfolio tracking, and ensuring data health across Salesforce Ascend and related systems.

You will help fundraisers plan and prioritize work while handling the Portfolio Intelligence work queue. The position reports to the Senior Director of Prospect Development and Data Management, and operates in a highly

Qualifications

• Data entry and record-keeping with attention to detail.
• Experience with MS Office and CRM/database applications.
• Knowledge of advancement work in higher education context.

Responsibilities

• Maintain data entry standards for proposals, contacts, and referrals.
• Monitor data integrity checks and assist in improvements.
• Support large data cleanup projects with leadership and technical teams.
• Track proposal approvals and reassign tasks as needed.
• Manage the data work queue and prioritize requests.
• Provide training and create SOPs for queue management.
• Support leadership with scheduling and logistics.

Skills

Data entry

Data integrity

Coordination

Queue management

Training

Administrative support

Customer service

Team collaboration

Education

Bachelor’s degree or equivalent experience

1 year administrative/data management experience

Tools

Microsoft Office

Salesforce Ascend

CRM software (Ellucian Advance or Raiser's Edge)

Job description

Join Our Team and Make a Difference in Higher Education!

At the System Administration office at the University of Colorado, we are dedicated to building a workplace where everyone feels valued, supported, and empowered to thrive. Our office is committed to fostering a culture where employees find community, a sense of belonging, and the opportunity to contribute meaningfully to our mission and purpose.

By joining our team, you’ll have a direct impact on shaping the future of higher education. In addition to the Office of the Board of Regents, the University of Colorado’s system administration includes 19 units that provide essential services to CU’s campuses in Aurora, Boulder, Colorado Springs, and Denver, as well as the Office of the President. While not a part of any one campus, we are proud to serve in the centralized office for the University system. Together, we ensure CU continues to deliver outstanding education, groundbreaking research, and valuable service to our communities.

We believe in creating an environment where the unique experiences and perspectives of everyone are embraced, enriching the work we do and the strategic outcomes we pursue. If you’re passionate about making a difference, contributing to a dynamic team, and supporting a mission that matters, we encourage you to apply and be part of our journey. Learn more about CU System Administration.

Position Summary:

System Advancement’s Prospect Development team (which encompasses both Research & Analytics and Portfolio Intelligence functions) is seeking a detail-oriented, data savvy coordinator to support the accuracy of our proposal, pipeline and metric data. This data is the basis for tracking and insights that help fundraisers and fundraising leaders plan and prioritize their work. With a relatively new database (Salesforce Ascend) and new database features in the works, monitoring this data is more important than ever. This role involves both reactive data entry/updates, as well as proactive work to monitor and improve the health of our data. It also serves an important customer service role as manager of the Portfolio Intelligence work queue. Prospect Development supports an average of 100 major gift officers and their respective portfolios, approximately 10,000-12,000 managed prospects, and a significant fundraising pipeline of planned and active philanthropic proposals for the University of Colorado.

The Program Coordinator is exempt from the State of Colorado Classified Staff system and reports to the Senior Director of Prospect Development and Data Management.

Where You Will Work:

The CU System Office of Advancement follows a “flexibility first” approach that blends a highly hybrid work environment (part work from home, part in office) with planned in-office work to facilitate collaboration, strategic planning, and teaming. This model currently includes two (2) required callback weeks annually — when all our colleagues are expected to be together in the office. Plus up to two (2) additional in-person meeting weeks each year as determined by the supervisor.

Duties and Responsibilities:

• Data entry: maintain data entry standards and adhere to relevant data policies in entering or updating proposal, contact report, assignment, referral, and fundraiser unit/employment date data.
• Data integrity: monitor and address scheduled data integrity checks to correct issues with proposal, contact report, assignment, or referral data. Help develop new integrity checks as needed, by noting issues and defining requirements for new checks.
• Large projects: manage large cleanup projects as identified through data integrity work, including working with leadership and technical teams to suggest systemic fixes, and working through large amounts of data to make corrections.
• Proposal approval: regularly monitor and reassign or address approval notifications triggered by entry or updates to proposals by campus database users.
• Queue monitoring: categorize and distribute work queue tickets and identify priorities or problems such as overdue tickets.
• Training: train new student or other staff in queue management procedures, proposal approvals, and bulk uploads. Create SOPs or other supporting documentation as needed.
• Administrative support for Prospect Development leadership and team including scheduling and vendor logistics.
• Other duties as assigned.

Minimum Qualifications:

• Bachelor’s degree from an accredited institution of higher education, or equivalent professional experience (professional experience may be substituted for the educational requirement on a year-for-year basis)
• One (1) year of equivalent experience that includes administrative experience, data and calendar management, utilizing Microsoft Office products, and experience with database applications

Preferred Qualifications:

• Two (2) years’ equivalent experience as stated above
• Experience working in a nonprofit organization.
• Experience working in a development/fundraising role.
• Experience working in higher education or a medical setting.
• Experience with database applications; CRM software for fundraising and donor Relations, such as Ellucian Advance or Raiser’s Edge, or similar software.
• Knowledge of fundraising concepts.

Knowledge, Skills, and Abilities:

• Data entry skills with ability to prepare and maintain detailed and accurate records, files, and reports on an ongoing basis.
• Ability to work with accuracy and attention to detail
• Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed
• Ability to work independently, prioritize assignments, and complete work in a timely manner in spite of fluctuating workloads and competing priorities.
• Ability to work in a team environment, develop effective interpersonal relationships, provide superior customer service, and communicate verbally and in writing.
• Understanding of advancement work in a higher education context
• Computer skills, including the ability to utilize Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook) and learn and experiment with new software and systems

Benefits:

With our unparalleled range of benefits, including top-notch healthcare, comprehensive wellness programs, enriching professional development, and a dynamic work-life balance, we ensure your holistic growth and happiness.

• No-cost or low-cost medical & dental plan options, some inclusive of IVF assistance.
• Disability, Life, Vision Insurance options.
• Multiple retirement planning options including a mandatory 401(a) plan where CU contributes 10% of your gross pay, a 401k or 403b plan and a 457 deferred compensation plan.
• Pre-tax savings plans, such as Health care and Dependent care flexible spending accounts.
• Embrace a healthy work-life balance with ample sick and vacation leave, along with at least 12 paid holidays. This includes a dedicated week off for winter break.
• 6 weeks of parental leave to adjust to the joys of parenthood.
• A tuition benefit program for you and/or your dependents.
• Free RTD EcoPass and free onsite parking at our 1800 Grant Street Office.
• Many additional perks & programs with the CU Advantage.

Additional taxable fringe benefits may be available.

For more information on benefits programs, please review our Comprehensive Benefits Guide.

Access our Total Compensation Calculator to see what your total rewards could be at CU. (This position is a University Staff position)