Administrative Coordinator

Union College (NY); City of Schenectady (NY); On-site; USD 23,000 - 32,000; Full time

Benefits offered by this job

Generous Vacation

Healthcare: Medical and Dental

Tuition Exchange

Job summary

Union College in Schenectady, NY seeks an Administrative Coordinator of Major Gifts to support Major Gifts, Principal Gifts, Planned Giving, Family Giving and Operations. The role is onsite, full-time, 37 hours/week, non-exempt, with a focus on database management and donor communications.

You will maintain donor records, run reports, manage expense submissions in Workday, track budgets, and assist with event planning and daily office operations.

Qualifications

• Associate degree in Business Administration or related field required.
• 2+ years of administrative support or project management support experience preferred.
• Advanced proficiency in Microsoft Office Suite (Excel, Word mail merge) and Google Workspace.
• Experience with CRM administration and data integrity verification.
• Strong organizational and communications skills.

Responsibilities

• Donor Data & Database Management (Colleague / CASM): update CRM donor records, solicitation tracks, ratings, proposal types, cultivation plans, and fund allocations.
• Meeting Reports & Tracking: file meeting reports, extract metrics, and email to leadership.
• Stewardship: run monthly planned giving society reports and coordinate letters and CASM archiving.
• Financial & Budget Administration: prepare Workday expense reports and mileage reimbursements.
• Budget Tracking: run recurring budget reports.
• Procurement: create Workday requisitions for supplies.
• Office Operations: manage calendar, room coordination, inventory, facilities requests, and mail logistics.
• Event Support: assist in planning events for Major Gifts and Planned Giving.

Skills

Advanced Excel

Google Workspace

CRM administration

Data integrity verification

Word mail merge

Communication skills

Project management support

Organizational skills

Education

Associate degree in Business Administration

Tools

Workday

Colleague/CASM

Job description

Provides essential support to our Major Gifts, Principal Gifts, Planned Giving, Family Giving and Operations teams. Your strong database skills, meticulous attention to detail, and customer service focus will drive our success engaging alumni and friends of the College.

Administrative Coordinator of Major Gifts

Work Days: Monday-Friday

Shift Start/End Time: 8:30 am-4:54 pm

Hours Per Week: 37

Weeks Per Year: 52

Pay Status and Classification: Non-exempt, Regular full-time. This position is not eligible for relocation assistance or visa sponsorship.

Work Location: This position is an onsite role and is not eligible for a hybrid work schedule.

Supervisor: Director of Major Gifts

Position Purpose: Provides essential support to our Major Gifts, Principal Gifts, Planned Giving, Family Giving and Operations teams. Your strong database skills, meticulous attention to detail, and customer service focus will drive our success engaging alumni and friends of the College.

Essential Responsibilities and Duties

Donor Data & Database Management (Colleague /CASM)

• Donor Profile Maintenance: Update CRM donor records, including solicitation tracks, ratings, proposal types, cultivation plans, and fund allocations.
• Meeting Reports & Tracking: File meeting reports from Gift Officer meetings; extract meeting metrics and compile research requests from reports to email directly to key leadership.
• Stewardship: Run monthly planned giving society reports for gift officers to initiate personalized outreach; coordinates welcome letters, including letterhead printing, presidential signature routing, scanning, and CASM archiving.

Financial & Budget Administration

• Expense Management: Prepare and submit Workday expense reports and mileage reimbursements for leadership and gift officers.
• Budget Tracking: Track, monitor, and run recurring budget reports.
• Procurement: Create Workday requisitions to purchase necessary office supplies.

Office Operations & Administrative Support

• Calendar & Room Coordination: Manage calendar scheduling for Major Gifts team meetings and book meeting spaces on campus.
• Facilities & Inventory: Oversee office inventory, submit facilities maintenance requests, and update monthly office whiteboards.
• Mail & Logistics: Retrieve incoming mail and deliver for processing; generate and print envelope labels.
• Document Security: Ensure proper disposal of confidential donor materials via secure shredding protocols.

Event Support

• Departmental Events: Assist in creating, planning, and executing events pertaining to Major Gifts and Planned Giving.

Qualifications

• Associate degree in Business Administration or a related field required; equivalent professional administrative experience will be considered.
• 2+ years of administrative support or project management support experience preferred.
• Advanced proficiency in Microsoft Office Suite, specifically Microsoft Excel (complex formulas, data analysis, and report generation) and Word mail merge capabilities.
• Strong working knowledge of Google Workspace (Docs, Sheets, Drive, Calendar).
• Experience with CRM administration, including custom report generation, database maintenance, and data integrity verification.
• Demonstrated ability to quickly learn and adopt new software platforms and business systems.
• Exceptional organizational and task-prioritization skills, with a proven track record of managing multiple competing demands in a fast-paced environment.
• Strong foundational project management skills, including deadline tracking and process oversight.
• Meticulous attention to detail and a high standard for data accuracy.
• Strong written and verbal communication skills with the ability to collaborate effectively across cross-functional teams.

Compensation

The hourly rate for this position is $20.00. Except for roles with a set rate of pay, the wage/salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The stated hiring rate/range represents the College’s good faith and reasonable estimate of the rate/range of possible compensation at the time of posting.

Location: Schenectady, NY

We know some job seekers may not apply for career opportunities unless they meet every qualification in the position description including the preferred qualifications. We are most interested in hiring the best staff and faculty colleagues, and recognize that a successful candidate may come from a less traditional career path. We encourage you to apply, even if you don’t believe you meet everyone of our preferred qualifications.

We offer exceptional benefits including:

• Generous Vacation, Sick, and Personal Time
• Winter Recess Break in Addition to Paid Holidays (in accordance with policy)
• Healthcare: Medical (PPO & HDHP), Dental, and Vision Insurance (Flexible Spending and Dependent Care Accounts)
• Free On-Campus Fitness Facility Access and Discounts for On-Campus Wellness Programs
• Pre and Post Tax participation in a 403(b) Retirement Plan
• Salary Continuation Program in the event of Disability
• Tuition Exchange

Background Checks

In accordance with our background check policy, finalists for hire will undergo a background check that includes education, employment, and criminal convictions.

E-Verify Participation

Union College participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the United States. Learn more about E-Verify and your Right to Work (Derecho a Trabajar).