Advancement Administrative Coordinator

Laseagrant; Urbana (IL); Hybrid; USD 42,000 - 45,000; Full time

Job summary

University Laboratory High School seeks an Advancement Administrative Coordinator to support the Advancement Office with donor data management, communications, events, and program development.

The role includes fiscal processing, travel support, and community engagement to advance Uni High’s mission. Strong data handling, scheduling, and outreach skills are essential; willingness to work occasional evenings for events is expected.

Qualifications

• Bachelor's degree preferred in communications, marketing, or related field.
• Experience with donor databases and advancement software (TED, UIF).
• Proven ability to manage communications and events in a nonprofit/academic setting.
• Strong written and verbal communication skills required.
• Demonstrated organization and ability to handle confidential information.

Responsibilities

• Support Marketing & Communications with messaging and alumni/donor engagement.
• Coordinate newsletters and communications for alumni, donors, parents, and friends.
• Manage donor data in UIF TED; generate gift receipts and acknowledgements.
• Plan and coordinate events, meetings, and campus/community engagements.
• Process expense reports and purchases; assist travel arrangements and financial documentation.

Skills

Communication skills

Content creation

Organizational skills

Interpersonal skills

Microsoft Office

Google Workspace

Database familiarity

Confidentiality

Attention to detail

Education

Bachelor's degree

Tools

TED

UIF

iBuy

Emburse Enterprise

Chrome River

T-card

Job description

Advancement Administrative Coordinator

University Laboratory High School

The University of Illinois Urbana-Champaign is accepting applications for an Advancement Administrative Coordinator at the University Laboratory High School. This position supports the University Laboratory High Schools' Advancement Office by overseeing donor data management, assisting in event coordination, facilitating communications and outreach efforts, and helping develop and implement strategic programs. This multifaceted role also involves fiscal processing, travel support, and community engagement to help further the mission of Uni High and its Advancement initiatives.

Duties & Responsibilities

Marketing & Communications

• Collaborate with the Advancement team to develop consistent messaging and communication strategies that strengthen alumni and donor engagement and promote the school's mission.
• Manage the Advancement Office's social media presence by creating and scheduling content that promotes fundraising, alumni engagement, events, and school initiatives.
• Coordinate the development and distribution of electronic newsletters and other communications for alumni, donors, parents, and friends of Uni High.
• Coordinate with appropriate staff to request and implement updates to the Advancement section of the Uni High website.
• Support internal communications by sharing Advancement news, events, volunteer opportunities, and fundraising initiatives with faculty, staff, and students.

Administrative Support

• Manage mailings to alumni and current parents: prepare mailing lists, merge documents, stuff envelopes, and track mailings.
• Request and maintain mailing lists and advancement-related reports from UIF.
• Schedule and manage the Director's calendar and ensure smooth execution of program events and campus/community engagements.
• Track merchandise inventory and report findings to the Business Manager annually.
• Order and organize constituent packets and school memorabilia.
• Maintain internal financial and procedural documentation for office reference.
• Collaborate with the Director and Advancement team in visioning and developing strategic program plans.
• Coordinate with the Advancement team to align goals and tasks.

Data Management & Donor Relations

• Perform timely and accurate data entry in the University of Illinois Foundation (UIF) donor database (TED), maintaining up-to-date records for constituents, students, faculty, and staff.
• Generate donor gift receipts and coordinate acknowledgements including letters, cards, and videos in line with the Advancement Office’s stewardship plan.
• Prepare and distribute weekly gift acknowledgement letters for the Director's signature.
• Generate reports from TED, including gift acknowledgements, fund analysis, and constituent profiles.
• Process gifts using appropriate UIF documentation and procedures.

Event Planning & Coordination

• Support and organize monthly Advancement Committee meetings, including taking and distributing meeting minutes.
• Support the planning and execution of major events such as ReUNIon Weekend, Alumni receptions and dinners, Graduation events (e.g., Senior Supper, Rising Star Award Dinner), New Parent Reception, Regional alumni gatherings.
• Manage event logistics including venue reservations, preparation of materials, catering coordination, and on-site assistance.
• Work with communications staff to publicize Advancement Office events and initiatives through appropriate channels.

Fiscal & Travel Support

• Coordinate award logistics on behalf of the Uni High Advancement office; act as liaison with the Uni High Business office to ensure smooth operation.
• Assist the Director and Assistant Director of Advancement with travel arrangements.
• Process expense reports and purchases using Chrome River; utilize T-card/P-card in accordance with university policies.
• Create requisitions through iBuy for office and event-related purchases.
• Assist with program-related financial responsibilities.

Willingness to occasionally work evenings and weekends for events.

Required Qualifications

1. High school graduation or equivalent

2. Any one or any combination totaling five (5) years (60 months) from the following categories:

A. college course work in business, finance, accounting or a related field:

• 60 semester hours or an Associate's degree equals one (1) year (12 months)
• 90 semester hours equals two (2) years (24 months)
• 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
• Master's degree or higher equals four (4) years (48 months)

B. progressively more responsible general or specialized officeexperience which included aspects of supervising staff or a jobfunction, organizing, and performing duties that lead to knowledge ofgenerally accepted office principles

Preferred Qualifications

• Bachelor's degree in communications, marketing, public relations, business administration, nonprofit management, education, or a related field.
• Two years of relevant experience in marketing and communications, advancement/development, fundraising, donor relations, program coordination, and/or event coordination, preferably in an academic, nonprofit or other mission-driven setting.
• Experience with donor databases and/or advancement software (TED, UIF; UIF online reports including gift transmittals).
• Experience with event planning and/or coordination.
• Experience with social media, social media management and/or digit engagement principles.

Knowledge, Skills and Abilities

• Strong communication skills
• Ability to develop engaging content, coordinate multiple communication projects, collaborate effectively with stakeholders, and produce accurate, professional communications that support alumni, donor, and community engagement.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace.
• Ability to learn and use database systems (e.g., TED, Emburse Enterprise, iBuy,).
• Familiarity with UIF and University of Illinois systems and policies.
• Excellent organizational and interpersonal skills.
• Ability to manage confidential information with discretion and professionalism.
• Strong attention to detail, and ability to prioritize multiple tasks under deadlines.
• Ability to maintain UIF Mandatory Training on the use of the database and UIF Online reports.
• Ability to maintain training on OBFS procedures and Emburse Enterprise (formerly Chrome River).

Appointment Information

This is a 100% full-time Civil Service 0058 - Administrative Aide position, appointed on a 12-month basis. The expected start date is as soon as possible after the close of the search. The budgeted salary for this position is$41,516 - $45,000. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. Work authorization sponsorship is not available for this position.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on October 19, 2026.

For full consideration, application materials should include a cover letter, current resume (including month/year employment dates), contact information for three professional references, and transcripts or proof of degree(s). Please ensure that your resume highlights your qualifications/experience for this position. This may include professional, academic, volunteer, or other applicable experience that aligns with the responsibilities of this role.

In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment.

For further information about this specific position, please contact Janet Kroencke at [e-mail].

For questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign - the state's flagship public university and one of the world's leading research institutions - every staff member helps shape what's next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you're empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence - where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodation portal , or by contacting the Office for Access & Equity at 217-333-0885, option #1, or [e-mail] .

Requisition ID: 1038692
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu

Looking for more University of Illinois Positions?

We invite you to search for positions at each of the University of Illinois' locations, the University of Illinois System Office and the University of Illinois Foundation. The University of Illinois System Office supports the primary missions of teaching, research, public service, and economic development for all of the Universities and offers positions in all locations. The University of Illinois Foundation is the official fundraising and private gift-receiving agency for the University of Illinois and also offers position in all locations. Click the links below to search for other University of Illinois positions.