The Advancement Coordinator will provide overall administrative and operational support to Advancement Office. The coordinator will edit and fulfill mailings, assist with event and meeting details, develop volunteer materials and generate reports. The coordinator reports to the Assistant Director of Development Operations and will support the Assistant Director of Alumni Programs, Director of Annual Giving, Associate Director of Development, Manager of Research and Prospect Information, Director of Advancement Services, Director of Donor Relations, and Parent and Alumni Manager.
ESSENTIAL FUNCTIONS AND KEY OBJECTIVES
Provide administrative support to the Advancement Office.
Take initiative on requests and inquiries of an administrative nature.
Answer phone calls directed to the advancement office, answer questions and resolve or refer calls to appropriate party promptly and efficiently.
Assure discreet and confidential handling of all advancement office business.
Oversee the office budgets, reconciling expenses and revenues on a monthly basis.
Process requisitions, expense reports, purchasing card reports and invoices according to procedures established by Business Office.
Maintain files of all requisitions, invoices and budget-related materials.
Maintain department supplies, inventory and equipment.
Maintain historical department files.
Process and distribute constituent death notices.
Provide administrative support to the Director of Alumni and Parent Events, Director of Annual Giving, Director of Stewardship and Associate Director of Development.
Support for other outward facing office members as needed
Serve as registration point for alumni and parent functions.
Assist in preparing registration packets for events as needed.
Enter data into Raiser’s Edge and onto website.
Produce nametags and reception attendance sheets for all events.
Run reports from Raiser’s Edge as requested for members of the staff for data pulls and event planning.
Complete all other related tasks as assigned.
Performs additional functions incidental to office activities including working occasional evening and weekend events. Serve as administrative liaison to volunteers, including but not limited to alumni class volunteers, reunion committees and student volunteers; prepare handbooks and other volunteer resources.
Copy edit and fulfill correspondence including letters, emails, newsletters, invitations and website updates.
Define the administrative, logistical, and facility needs for advancement office with the Assistant Director of Development Operations.
Generate and maintain Raiser’s Edge reports.
Provide special project support including Report on Giving, alumni targeting, pledge reminders, donor outreach, 50th reunion book, stewardship activities, and Giving Day, among others.
Perform other administrative tasks as needed, including but not limited to Raiser’s Edge data entry, budget oversight, expense tracking, file maintenance, and inventory and supply management.
While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear, as well as occasionally lift large boxes of letters.