Advancement Services Coordinator

Job Title: Advancement Services Coordinator

Department: Development 

Reports To: Director of Advancement Operations

Prepared By: Associate VP for University Advancement and Dir. of Advancement Ops.

Prepared Date: 6/23/2026

Approved By: Senior Vice President 

Approved Date:

Summary: The Advancement Services Coordinator supports the mission of Freed-Hardeman University by providing administrative, operational, and strategic support to the Office of Advancement. This position plays a key role in strengthening relationships with donors, alumni, and foundations through accurate record management, donor communications, event support, and grant research. The position will be based on campus within the Office of Advancement.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Donor Communications & Stewardship

Prepare and manage written communications for alumni, donors, and friends of the university, ensuring accuracy and professional quality.

Coordinate timely acknowledgment and follow-up correspondence.

Generate and distribute routine notifications and reminders to support ongoing engagement efforts.

Assist in creating reports and materials that demonstrate impact and strengthen relationships with key stakeholders.

Database Management & Reporting

Ability to use discretion in working with confidential and sensitive data.

Assist with maintaining and updating organizational records to ensure accuracy, completeness, and data integrity.

Assist with tracking and managing key activities, updates, and gift information within internal database systems.

Prospect Research & Grant Development

Conduct research on prospective donors, alumni, and organizations to identify potential funding opportunities.

Lead the use of FoundationSearch software to identify foundations aligned with the university’s mission and funding priorities.

Manage the foundation prospect pipeline and track grant opportunities, deadlines, and submission requirements.

Coordinate and facilitate the grant application process, ensuring all required documentation and procedures are completed accurately and on time.

Collaborate with university leadership and departments to gather information needed for grant proposals and reports.

Write the grants and follow through on the application process with various foundations. 

Events & Alumni Engagement Support

Assist with planning, coordination, and execution of Advancement and Alumni Engagement events, including donor receptions, alumni gatherings, and special campus events.

Support event logistics, communication, registration, and follow-up stewardship.

Help foster strong alumni engagement through event participation and relationship-building efforts.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies :

Detail Oriented – Attentive to specific details and possesses a strong desire for tasks to be completed correctly every time.

Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service ; Responds to requests for service and assistance; Meets commitments.

Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Teamwork – Collaborates with others, contributes to team success, and supports organizational initiatives.

Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.

Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas.

Social Skills- Being aware of others’ reactions and understanding why they react as they do; adjusting actions in relation to others’ actions. 

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Education and/or Experience

Undergraduate degree from an accredited four-year college or university preferred; or three to five years related experience and/or training; or equivalent combination of education and experience.

Language Skills  

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, procedure manuals/outlines, and proposals. Ability to effectively present information and respond to questions.

Mathematical Skills  

Ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions and decimals.

Reasoning Ability  

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills  

To perform this job successfully, an individual should have knowledge of Internet software, Spreadsheet software and Word Processing software. Prior experience with Technolutions Slate database and/or Ellucian Colleague is a plus.

Office Equipment  

General use of office equipment such as copier, printer, scanner, telephone, and printing calculator.

Other Qualifications  

Self-motivated, excellent people and communication skills and committed to Christian education and Freed-Hardeman University.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear and sit. The employee is required to use a keyboard and do computer work on a regular basis. Some reaching with hands and arms is required. The ability to travel by automobile or airplane independently may be required. The employee is required to lift, carry (or otherwise transport), assemble/disassemble, and arrange/disperse event setup equipment and supplies.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

Mission Alignment

As a Christian institution, Freed-Hardeman University seeks employees who are committed to supporting its mission of helping students develop their God-given talents for His glory. Employees are expected to uphold and model Christian values consistent with the university’s mission.

Freed-Hardeman University is an academic community, associated with churches of Christ, which is dedicated to providing excellent undergraduate, graduate, and professional programs. The mission of Freed-Hardeman University is to help students develop their God-given talents for His glory by empowering them with an education that integrates Christian faith, scholarship, and service.

Pursuant to this mission and Section 703(e)(2) of Title VII of the Civil Rights Act, Freed-Hardeman University exercises a preference for applicants active within the churches of Christ. Freed-Hardeman University complies with all applicable federal and state non-discrimination laws and does not unlawfully discriminate on the basis of race, color, national origin, age, sex, disability, or prior military service in the administration of its employment practices.