Advancement Office Coordinator

Description

The Advancement Office Coordinator plays a vital role in supporting the operations and outreach efforts of the entire Advancement team. This position ensures smooth execution of key administrative processes, supports event coordination and gift processing, and maintains accurate and comprehensive constituent records. With a strong focus on detail, organization, and collaboration, the Coordinator serves as a central resource for both internal staff and external stakeholders.   

Administrative Operations  

1. Oversee daily office functions such as maintaining department calendars, managing office supplies, and processing invoices and credit card transactions.
2. Act as the first point of contact for incoming calls and emails to the Advancement Office.  

Event Coordination and Support  

1. Manage all aspects of event registration including invitation list generation, RSVP tracking, and payment processing.
2. Prepare pre-event materials such as attendee reports and nametags, coordinate on-site check-in, and reconcile event records post-event.  

Gift Processing and Acknowledgement  

1. Support the gift entry and reporting process by recording contributions, pledges, and payments with precision.
2. Prepare and send appropriate acknowledgement letters to donors in a timely and personalized manner.  

Data and Reporting  

1. Run basic queries, generate general reports, and compile mailing lists to support Advancement initiatives.  

Constituent Records Management  

1. Maintain up-to-date, accurate records in the Advancement database, ensuring data integrity and consistency.
2. Assist in the creation and maintenance of new records for students, parents, grandparents, and alumni.

Stewardship  

1. Assist with annual reporting on endowed funds.
2. Work with students to compile scholarship impact updates.

Requirements

1. Bachelor’s degree preferred. Two to three years of Advancement or transferable experience.
2. Self-motivated team player who consistently produces accurate and timely work as a result of strong organization and thoughtful attention to detail. 
3. Ability to problem solve, adapt and multitask. 
4. Maintain confidentiality and discretion.
5. Strong comfort level and experience with Microsoft Office applications. Familiarity with fundraising database systems is strongly preferred. 
6. Strong customer service skills are essential. Communicate professionally, while maintaining a positive attitude and sense of humor. 
7. Ability to work evenings and weekends on occasion.