Administrative Coord

Andrus; City of Yonkers (NY); Hybrid; USD 45,000 - 50,000; Full time

Benefits offered by this job

Generous PTO

Health Insurance

401(k) Employer Contributions

Tuition Reimbursement

Flex Spending Accounts

Life Insurance

Professional Development

Job summary

Andrus in Yonkers, NY is seeking an Administrative Coordinator to support the AVP of Advancement with data-driven operational and gift-processing duties. You will maintain donor records, reconcile data with Finance, and contribute to stewardship and fundraising activities.

The role requires strong data accuracy, confidentiality, and collaboration across departments; schedule is Mon-Fri 9am-5pm with a salary of $45,000–$50,000 annually.

Qualifications

• Proficient with Raiser's Edge NXT or CRM systems and data handling.
• Experience with data governance, quality, and reconciliation in fundraising contexts.
• Ability to produce reports, extracts, and lists for advancement operations.

Responsibilities

• Maintain donor, constituent, and gift records in Raiser's Edge NXT.
• Process gifts and record transactions with proper documentation and recognition.
• Generate reports and dashboards for advancement and finance.
• Support donor stewardship, events, and communications activities.

Skills

Raiser's Edge NXT

Gift processing

Data integrity

Donor records

Education

High school diploma

Associate/Bachelor preferred

Tools

Microsoft Excel

Outlook

Word/PowerPoint

ADP app

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Administrative Coord

Full Time Full Time Yonkers, NY, US 1 Attachments

Salary Range: $45,000.00 To $50,000.00 Annually

Job Description

Job Overview of Administrative Coordinator:

The Administrative Coordinator provides data-centered operational and administrative support to the Associate Vice President of Advancement, with approximately 70% of the role dedicated to maintaining accurate constituent, gift, prospect, event, and stewardship records in Raiser's Edge NXT and related systems; processing and acknowledging gifts; reconciling data with Finance; and producing reports and lists. The remaining responsibilities include supporting donor stewardship, fundraising communications, events, committee coordination, and other advancement activities. The Coordinator regularly interacts with donors, Board members, staff, volunteers, business partners, and community members and must handle confidential donor and financial information with accuracy, discretion, sound judgment, and exceptional customer service. This position has no direct reports.

Schedule: Monday-Friday 9am-5pm

Essential Duties of Administrative Coordinator:

Key duties of this position include, but are not limited to, the following:

• Maintains constituent, donor, prospect, and organizational records in Raiser's Edge NXT, ensuring accuracy, completeness, consistency, and compliance with established data standards and confidentiality requirements.
• Maintains prospect and relationship data, communication preferences, biographical information, and related records to support fundraising, stewardship, and engagement activities.
• Processes and records gifts and related transactions in accordance with institutional policies and gift acceptance procedures, ensuring accurate documentation, acknowledgment, coding, and recordkeeping.
• Supports gift reconciliation activities in partnership with Finance by preparing batches, reviewing transactions, resolving discrepancies, and maintaining accurate financial and donor records.
• Conducts ongoing data quality and database maintenance activities, including record review, standardization, duplicate management, data imports and exports, and implementation of approved data governance practices.
• Maintains departmental procedures, data standards, and supporting documentation while identifying opportunities to improve data quality, efficiency, and business processes.
• Develops, validates, and distributes reports, queries, dashboards, lists, and data extracts that support fundraising, stewardship, events, leadership decision-making, board reporting, and financial operations
• Supports prospect research, moves management, and advancement operations activities through the maintenance of prospect records, documentation of research findings, and coordination of advancement-related data and reporting needs.
• Maintains a reliable, accurate, and secure advancement database that supports relationship management, fundraising operations, financial accountability, strategic decision-making, and donor stewardship efforts across the institution.
• Supports donor stewardship and fundraising operations through the preparation of donor and prospect lists, briefing materials, acknowledgments, pledge reminders, recognition tracking, and other donor engagement activities.
• Coordinates donor and prospect interactions by scheduling meetings and visits, preparing supporting materials, tracking commitments, and documenting outcomes and follow-up activities in Raiser's Edge NXT.
• Supports fundraising events, cultivation activities, and sponsorship initiatives through the coordination of registrations, guest and sponsor records, event logistics, attendance tracking, and post-event follow-up.
• Maintains campaign, appeal, grant, corporate partnership, and sponsorship records, ensuring accurate documentation, status tracking, deadlines, and supporting information.
• Collaborates with Communications and other institutional partners to ensure donor, mailing, email, event, and recognition data are accurate, consistent, and aligned with constituent preferences and organizational standards.
• Ensures advancement initiatives, stewardship activities, fundraising events, and donor communications are supported by accurate information, effective coordination, timely follow-up, and a positive donor experience.
• Provides administrative, scheduling, and logistical support to the Associate Vice President of Advancement, including coordination of meetings, preparation of materials, documentation of discussions and decisions, and tracking of action items and follow-up activities.
• Supports Institutional Advancement Committee, Board advancement activities, and other assigned meetings and events by coordinating logistics, preparing materials and reports, documenting proceedings as requested, and monitoring follow-through on agreed actions.
• Works collaboratively with Finance, Communications, the Executive Office, Programs, administrative staff, and external vendors to support advancement initiatives and organizational priorities; provides limited backup support for essential administrative functions as assigned.
• Participates in advancement events and special projects, including occasional early-morning, evening, or weekend responsibilities, and performs other related duties as assigned
• Ensures advancement leadership, committees, and institutional partners receive timely administrative support, accurate information, effective meeting coordination, and dependable follow-through on departmental priorities
• Will work as a team with other Administrative and Executive Assistants, providing coverage in their absence.
• Supports overall strategic plan of the organization
• Ability to adhere to our organization’s core values and commitments

Essential Qualifications of Administrative Coordinator:

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• At least two years of experience in database administration, high-volume data entry, gift processing, advancement operations, finance support, or records management.
• Hands-on experience with Raiser's Edge NXT (strongly preferred) or a comparable constituent relationship management (CRM) system, including maintaining constituent and gift records and using queries, reports, exports, batches, acknowledgments, and data imports.
• Strong Microsoft Excel skills, including sorting and filtering, tables, formulas, lookups, and pivot tables; proficiency in Outlook, Word, PowerPoint, and Adobe Acrobat.
• Demonstrated accuracy, attention to detail, and comfort working with financial data, including the ability to reconcile records, identify anomalies, audit one's own work, and perform detail-intensive, repetitive tasks while meeting recurring deadlines.
• Working knowledge of nonprofit fundraising operations, donor records, gift acknowledgment, donor intent, confidentiality, and stewardship is preferred.
• Ability to handle sensitive and confidential situations with discretion, poise, tact, sound judgment, and respect for privacy.
• Ability to work independently, manage competing priorities, maintain organized documentation, ask appropriate questions, and complete tasks with strong follow-up and follow-through.
• Experience with online giving, event registration, email marketing, and prospect research platforms is preferred.
• Commitment to Andrus's mission and to working within a trauma-responsive, equitable, inclusive, and collaborative organizational culture.
• Willingness to complete required Raiser's Edge NXT training and consistently follow established data standards and procedures.
• Ability to access and utilize ADP app on smartphone or other device for access to our agency programs.

Benefits of Administrative Coordinator:

• Generous PTO, 4 weeks of vacation, floating holidays, holidays, personal and sick time
• Health Insurance
• 401(k) Employer Contributions
• Tuition Reimbursement
• Flex Spending Accounts
• Employer Paid STD, LTD and Life Insurance
• Professional Development

Physical/Travel Requirements of Administrative Coordinator:

An employee in this class must be able to sit, stand, walk, kneel, see, climb stairs, and carry up to 30 lbs. The employee must be able to meet these requirements with or without reasonable accommodation.

Employee will work on-site in Yonkers. Employee must work independently and be flexible in their schedule when needed for meetings and events.

Disclaimer

Nothing in this job description restricts Andrus’ right to modify the duties/responsibilities of this job at any time, with or without advanced notice.

EEO Statement

Andrus is an equal opportunity employer.