Advancement Services Coordinator

Department: Advancement 

Job Status:   Full-Time

FLSA Status:  Non-Exempt

Reports To: Advancement Services Supervisor

Grade/Level:    

Amount of Travel Required: None

Work Schedule: Full-time, on-site 

Positions Supervised: None 

POSITION SUMMARY

The Advancement Services Coordinator is a member of a dynamic team that collaborates to provide high-quality services and support to Advancement staff, alumni, donors, and other stakeholders. This position serves as a Data Steward for the Advancement database and supports Benedictine College's fundraising objectives through accurate data management, reporting, and constituent record stewardship.

The successful candidate will thrive in a fast-paced, customer-focused environment and demonstrate strong analytical skills, attention to detail, persistence, initiative, and a commitment to data integrity.

ESSENTIAL FUNCTIONS

• Communicate effectively, both verbally and in writing, with key stakeholders.
• Train colleagues on the efficient and consistent use of Raiser’s Edge.
• Utilize a consultative approach when working with colleagues to identify and provide information needed to support both short-term objectives and long-term success.
• Provide database and administrative support in the daily operation of the Advancement Office, including:
  • Process gifts accurately and in a timely manner.
  • Create, update, and inactivate constituent records.
  • Perform database maintenance, updates, and record cleanup.
  • Develop complex queries, exports, and reports.
  • Generate mailing lists and data extracts.
  • Prepare routine reports for department leadership and other stakeholders.
  • Reconcile discrepancies across systems and databases.
  • Import and export data to and from Raiser’s Edge.
  • Run mail merges for monthly pledge reminders and other Advancement communications.
  • Maintain updated constituent addresses through NCOA processing.
  • Process event registrations and related data entry.
  • Scan and maintain gift documentation.
• Attach and maintain supporting documentation within constituent records. 
• Support Alumni and Advancement events as needed.
• Perform other duties as assigned.

DEPARTMENTAL EXPECTATIONS:

• Maintain a professional, positive, and respectful attitude.
• Uphold strict confidentiality regarding donor, constituent, and College information.
• Demonstrate effective time management and organizational skills.
• Take ownership of assigned projects through completion.
• Apply data management principles to ensure information is accurate, complete, and consistent.
• Communicate effectively and collaborate with key stakeholders.

POSITION QUALIFICATIONS

Competency Statements

• Demonstrated proficiency with Raiser’s Edge (Database View and NXT), Virtuous, or another fundraising CRM system. 
• Experienced user of Microsoft Excel, including advanced functions such as filters and sorting
• Strong analytical, organizational, and problem-solving skills.
• High attention to detail and commitment to data accuracy.
• Ability to manage multiple priorities while meeting deadlines.
• Experience with Omatic, HubSpot, Microsoft Office, SharePoint, and MarketSmart is preferred.

Education

• Bachelor’s degree in Business, Information Systems, Computer Science, or a related field, or an equivalent combination of education and experience.

Experience  

• Two or more years of experience working with Raiser’s Edge, Virtuous, or a comparable Fundraising CRM system. 
• Knowledge of fundraising principles and practices 

PHYSICAL DEMANDS

Physical Abilities 

Stand F 

Walk F 

Sit F 

Handling / Fingering F 

Reach Outward O 

Reach Above Shoulder O

Climb O

Crawl 

Squat or Kneel O

Bend O

Push / Pull

12 lbs or less F

13-25 lbs O

26-40 lbs O

41-100 lbs N

Lift /Carry

10 lbs or less F

11-20 lbs O

21-50 lbs O

51-100 lbs N

Over 100 lbs N

N (Not Applicable) Activity is not applicable to this occupation. 

O (Occasionally) Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently) Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly) Occupation requires this activity more than 66% of the time (5.5+ hrs/day)

EOE