Administrative Coordinator

Talentify; Gettysburg (Adams County); On-site; USD 42,000 - 56,000; Full time

Job summary

The Administrative Coordinator in the College Advancement division provides administrative and operational support to Leadership Giving, Gift Planning, Donor Relations and Stewardship, College Grants, and the Assistant Vice President for Development. This role collaborates with about 15 staff members to advance fundraising and donor engagement goals.

Daily tasks include preparing gift acknowledgments, data exports, mailings, event RSVPs, budget-related tasks, and calendar coordination.

Qualifications

• Experience supporting multiple departments within an office setting.
• Strong organizational and time-management abilities.
• Professional conduct and handling of confidential information.
• Excellent communication and collaboration across teams.

Responsibilities

• Prepare and print gift acknowledgment letters for leadership-level and athletics donors.
• Assist with data retrieval, exports, and database-related projects and reports.
• Export mailing lists, perform mail merges, and coordinate mailings (digital and traditional) for prospects and donors.
• Serve as the primary contact for guests attending Donor Relations and Stewardship events. Record RSVPs, dietary restrictions, and accessibility needs into the database (Slate).
• Prepare check requests and process invoice payments.
• Monitor purchasing needs and assist with budget-related administrative tasks.
• Schedule meetings and coordinate calendars for department leaders as needed.
• Reserve meeting rooms and coordinate virtual meeting arrangements.

Skills

Organizational skills

Time management

Communication

Teamwork

Independent work

Tools

Slate

Job description

The Administrative Coordinator is a member of the College Advancement division. This position provides administrative and operational support to several departments within College Advancement, including Leadership Giving, Gift Planning, Donor Relations and Stewardship, College Grants, and the Assistant Vice President for Development. Working with approximately 15 staff members, the position plays an integral role in supporting fundraising, donor stewardship, and engagement efforts by coordinating essential administrative, financial, and operational functions that advance the division’s goals and priorities.

The role requires frequent interaction and collaboration with colleagues across the division and throughout the campus community. Key responsibilities encompass a broad range of administrative, organizational, and coordination functions, as described below.

The Administrative Coordinator will have several daily/weekly/monthly tasks that they will be responsible for completing independently. Examples of these tasks include:

• Prepare and print gift acknowledgment letters for leadership-level and athletics donors
• Assist with data retrieval, exports, and database-related projects and reports
• Export mailing lists, perform mail merges, and coordinate mailings (digital and traditional) for prospects and donors
• Serve as the primary contact for guests attending Donor Relations and Stewardship events. Record RSVPs, dietary restrictions, and accessibility needs into the database (Slate)
• Prepare check requests and process invoice payments
• Monitor purchasing needs and assist with budget-related administrative tasks
• Schedule meetings and coordinate calendars for department leaders as needed
• Reserve meeting rooms and coordinate virtual meeting arrangements

Organizational and time management skills are essential, as is the ability to work effectively both as part of a team and independently. Professional conduct and appropriate handling of confidential information is required.

College Advancement is committed to staff development and exploring opportunities for colleagues to pursue their professional goals. We value individual differences and strive to offer a work environment that fosters employee satisfaction and retention.