Advancement Coordinator

Texas Wesleyan University; Fort Worth (TX); On-site; USD 42,000 - 65,000; Full time

Job summary

Dakota State University is seeking an Advancement Coordinator to provide administrative and operational support to the Advancement division, including Governance over calendars, travel arrangements, event planning, and board support. The role also handles budget tracking, office functions, and confidential donor information.

The coordinator will work with the Vice President of Advancement, supporting staff and committees, and assist with donor relations and Alumni Relations events as part of a

Qualifications

• Knowledge of standard office practices and procedures.
• High proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Basic accounting and budget analysis skills.
• Ability to retrieve, validate, and disseminate data from various databases.
• Excellent oral and written communication skills.
• Strong organizational skills and attention to detail.

Responsibilities

• Provide direct administrative support to the Vice President of Advancement and staff; manage calendars and meetings.

Education

Bachelor’s degree preferred; high school diploma or equivalency required

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

The Advancement Coordinator provides administrative and operational support to the entire Advancement division, including Development, Grants, Advancement Services, and Alumni Relations, under the general direction of the Vice President of Advancement. The position supports the Vice President of Advancement, manages calendars and meeting logistics, supports division budgets and purchasing, staffs the front office, supports Board and advisory committees, and assists with Advancement and alumni events.

Essential Duties and Responsibilities

1. Provide direct administrative support to the Vice President of Advancement. Manage calendars and schedule internal and external meetings for the Vice President and Advancement staff; arrange travel plans and itineraries, catering, and meeting setups as required.
2. Plan and coordinate all details for Advancement and Alumni Relations events for alumni, donors, friends, corporate leaders, and students, including venue and vendor selection, catering, invitations, guest lists and registration, program and run-of-show, materials and signage, event budgets, day-of setup and onsite support, and post-event follow-up. Support other events as needed.
3. Provide administrative support to Advancement and Alumni Relations in the areas of scheduling, correspondence, event logistics and registration, and basic use of the CRM (Raiser’s Edge).
4. Serve as the first point of contact for the Office of Advancement and staff the office Monday through Friday, 8:00 a.m. to 5:00 p.m.: greet visitors, answer and route telephone calls, take accurate messages, and process incoming and outgoing mail and correspondence.
5. Compose and/or edit correspondence, acknowledgment letters, printed collateral, and PowerPoint presentations for Advancement staff.
6. Provide administrative support to the Board of Trustees Advancement Committee, the President’s Advisory Board, and the Advancement Leadership Team (agendas, meeting materials, minutes, and follow-up).
7. Monitor and maintain Advancement division budgets and other University budgets as directed; enter purchase allocations, transfer expenses, initiate and manage purchase processes, and generate monthly budget status reports.
8. Initiate and coordinate setups with University departments for new Advancement hires; maintain office supplies.
9. Other duties and special projects as assigned by the Vice President of Advancement.

Education, Certifications and/or Licenses

• Bachelor’s degree preferred; high school diploma or equivalency required.

Experience

• Two or more years of office experience providing administrative support, preferably in a higher education or advancement setting.
• Some event planning and coordination experience strongly desired.

Knowledge, Skills & Abilities

• Knowledge of standard office practices and procedures, including filing and records management.
• High proficiency with Microsoft Outlook, Word, Excel, and PowerPoint, and current computer software programs.
• Basic accounting and budget analysis skills.
• Basic use of a donor and alumni CRM (such as Blackbaud Raiser’s Edge); prior familiarity desired.
• Proficient use of a multi-line phone system and standard office equipment.
• Knowledge of rules, standards, and regulations regarding student records and donor confidentiality, including FERPA.
• Excellent oral and written communication skills, including proofreading and editing.
• Strong organizational skills and attention to detail.
• Interpersonal skills to provide support in a high-profile office with tact and diplomacy, and to work hospitably with donors, alumni, trustees, and a wide range of constituencies in a diverse community.
• Ability to type 40 wpm.
• Ability to plan, prioritize tasks, and meet deadlines while working on multiple tasks.
• Ability to work independently with minimal supervision and cooperatively within a team in a highly active setting.
• Ability to maintain utmost discretion and confidentiality in handling sensitive donor, alumni, and University matters.
• Ability to retrieve, validate, and disseminate data from various databases.
• Ability to adhere to University and departmental policies and procedures.
• Ability to think critically and solve problems; emotional maturity and adaptability.
• Ability to maintain a professional appearance and office atmosphere.
• Ability to staff the office Monday through Friday, 8:00 a.m. to 5:00 p.m., with minimal evening and weekend availability for signature events.