Coordinator, Foundation Relations

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

• Conduct comprehensive research on private, family, corporate, and community foundations to identify funding opportunities aligned with WPI's priorities

• Use foundation research databases (Foundation Directory, Candid/GuideStar, foundation websites, IRS 990s) to gather intelligence on giving priorities, application processes, funding ranges, and deadlines

• Prepare detailed prospect profiles including foundation mission, trustees/staff, funding history, WPI connections, application requirements, and cultivation strategies

• Monitor foundation announcements, new funding initiatives, and changes in priorities relevant to WPI's programs

• Track foundation funding trends in STEM education, research, student access, and related areas

• Identify foundations supporting institutions similar to WPI and analyze their giving patterns

• Conduct biographical research on foundation trustees and program officers to identify WPI connections

• Maintain current knowledge of foundation landscape and emerging opportunities

• Present research findings and recommendations to Senior Director for portfolio assignment and strategy development

Grant Writing & Proposal Development Support

• Write letters of inquiry, concept papers, and grant proposals for smaller foundation opportunities ($5,000-$50,000)

• Provide writing and editing support for larger proposals led by Senior Director

• Gather program information, data, and supporting materials from faculty and campus partners

• Coordinate proposal development timelines ensuring all components are completed and submitted on deadline

• Compile proposal attachments including budgets, letters of support, organizational documents, and supplementary materials

• Format and produce professional proposal packages according to foundation specifications

• Ensure proposals align with foundation priorities and guidelines while articulating WPI's distinctive strengths

• Maintain proposal template library and boilerplate content for efficiency

• Track all proposal submissions, deadlines, and outcomes

• Coordinate foundation site visits including scheduling, itineraries, briefing materials, and logistics

Grant Administration & Stewardship

• Manage grant reporting requirements and deadlines for foundation grants

• Coordinate with faculty, program staff, and Finance to gather information for progress and final reports

• Draft grant reports demonstrating project outcomes, impact, and stewardship

• Track grant deliverables and alert Senior Director and campus partners to upcoming requirements

• Maintain grant files with proposals, agreements, correspondence, and reports

• Support stewardship communications including thank-you letters, impact updates, and relationship touchpoints

• Coordinate foundation donor recognition and acknowledgment processes

• Prepare briefing materials for Senior Director's foundation meetings and visits

• Respond to foundation requests for information and documentation

Database Management & Reporting

• Maintain accurate, comprehensive records of all foundation activity in advancement database (Blackbaud/Raiser's Edge or equivalent)

• Document foundation interactions, proposals submitted, grants received, and relationship notes

• Track foundation pipeline including prospects under research, proposals in development, pending requests, and active grants

• Generate regular reports on foundation fundraising metrics including proposals, success rates, pipeline value, and revenue

• Maintain foundation contact information, giving history, and relationship data

• Create dashboards and tracking systems that provide Senior Director with actionable intelligence

• Ensure data quality and completeness for foundation records

• Support divisional reporting on foundation fundraising performance

Relationship Management & Coordination

• Serve as point of contact for smaller foundation relationships and routine communications

• Coordinate with campus partners including faculty, research centers, academic departments, and administrative offices on foundation funding opportunities

• Build collaborative relationships with colleagues across advancement and campus

• Represent foundation relations function on cross-functional teams as appropriate

• Attend foundation webinars, information sessions, and local convenings

• Stay current on foundation best practices through professional development and learning

• Support Senior Director in managing calendar, meeting preparation, and follow-up

• Provide excellent customer service to internal and external stakeholders

• Performs all other duties and responsibilities as assigned or directed by the supervisor.

Required

• Bachelor's degree

• 2-4 years of experience in foundation relations, grant writing, nonprofit development, or related field

• Strong research and analytical skills with ability to synthesize information from multiple sources

• Excellent writing skills with demonstrated ability to craft clear, compelling narratives

• High attention to detail and commitment to accuracy in proposals and data management

• Exceptional organizational skills and ability to manage multiple projects with competing deadlines

• Proficiency with database systems; experience with Blackbaud/Raiser's Edge preferred

• Comfort with foundation research platforms (Foundation Directory, Candid, etc.) or ability to learn quickly

• Strong interpersonal skills and ability to work collaboratively with diverse stakeholders

• Proactive, self-directed work style with strong initiative and problem-solving abilities

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint)

• Ability to understand and articulate complex academic programs and research projects

• Commitment to confidentiality and professional discretion

• Flexibility and adaptability in fast-paced environment

Preferred

• Experience in higher education advancement or academic setting

• Knowledge of STEM education or research funding landscape

• Familiarity with grant budgeting and financial components of proposals

• Experience coordinating with faculty or researchers on funding proposals

• Understanding of foundation sector and institutional philanthropy

• 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.

Compensation at WPI

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.