Advancement Operations Coordinator

Millsaps College; Jackson (MS); In loco; USD 40.000 - 55.000; Tempo pieno

Descrizione del lavoro

Millsaps College in Jackson, Mississippi, seeks an Advancement Operations Coordinator to provide essential administrative and communication support for fundraising, alumni engagement, and stewardship activities. This role reports to the Vice President for Institutional Advancement and coordinates meetings, travel, and donor communications.

The successful candidate will be organized, proactive, and capable of improving processes using Microsoft 365 tools. On-site hours are 8:00 a.m.

Competenze

• Bachelor’s degree or equivalent combination of education and professional experience.
• Proficiency with Microsoft 365 (Teams, Outlook, Excel, Word, SharePoint).
• Strong organizational and multi-project coordination skills.
• Experience with financial processing and budget tracking.
• Excellent written and verbal communication skills.
• Ability to learn new technologies and implement solutions.
• Experience with event coordination and fundraising operations in higher education.

Mansioni

• Provide administrative support to VP for Institutional Advancement, manage calendars and meetings.
• Coordinate travel, public events, and donor communications.
• Maintain donor/alumni records in the advancement database.
• Process reimbursements, P-Card reconciliations, and AP documentation.
• Prepare financial summaries and reports for leadership.
• Support stewardship, alumni engagement, and events logistics.
• Create program materials and basic promotional content.
• Maintain file systems and document processes; ensure data integrity.

Conoscenze

Proactive problem solving

Organizational & project coordination

Excellent written and verbal comms

Financial processing & budget tracking

Event coordination experience

Formazione

Bachelor’s degree or equivalent

Strumenti

Microsoft 365

Descrizione del lavoro

The Institutional Advancement Office at Millsaps College invites applications for the position of Advancement Operations Coordinator. This role is central to daily operations and provides administrative and communication support for fundraising, alumni engagement, and stewardship activities. Reporting to the Vice President for Institutional Advancement, this role coordinates public engagements, travel, meetings, and donor communications, maintains data integrity in the fundraising database, and ensures professional, courteous service to donors, volunteers, and campus guests. The position works closely with the offices of Advancement Services, Alumni Engagement and Development.

The successful candidate will enjoy solving operational challenges, organizing complex projects, and identifying ways to improve processes and systems across the Division of Institutional Advancement. The ideal candidate is proactive, dependable, and curious about improving how work gets done.

This position works on-site in Jackson, Mississippi, with regular office hours from 8:00 a.m. to 4:30 p.m., including a one-hour unpaid lunch break. Evening and weekend work may be required periodically to support programs, events, and special initiatives.

Job Duties

• Provide direct administrative support to the Vice President for Institutional Advancement, including managing calendars, scheduling meetings, coordinating appointments, and anticipating administrative needs.
• Prepare meeting agendas, presentations, briefing materials, correspondence, and other documents for the VP.
• Coordinate administrative functions for the Institutional Advancement team, including scheduling meetings, arranging travel, and supporting public events.
• Prepare donor portfolio information for frontline staff to assist with charitable solicitations.
• Process financial and administrative transactions including reimbursements, purchase card reconciliations, advances, and accounts payable documentation using established college systems.
• Maintain tracking for program budgets, payments, revenues, and related operational data; prepare financial summaries and reports for leadership review.
• Fulfill purchasing requests for office supplies, equipment, and program needs in accordance with institutional policies.
• Maintain and update donor, alumni, and parent records in the advancement database, on an as‑needed basis.
• Assist with processing gifts, pledges, and matching gifts with accuracy and confidentiality, on an as‑needed basis.
• Maintain organized digital file systems and internal process documentation to support continuity, efficiency, and effective knowledge sharing.
• Design, document, and maintain operational workflows and process improvements using Microsoft 365 tools, including Teams, Planner, SharePoint, and Power Automate.
• Create and coordinate program materials, presentations, and basic promotional content for donors, alumni, and friends of the College.
• Support stewardship efforts, alumni engagement, and event planning and logistics, including support for homecoming, regional gatherings, and fundraising campaigns.
• Handle confidential and sensitive information with discretion and professionalism.
• Represent the division by welcoming guests and answering calls from donors and community leaders in a professional manner.
• Serve as a primary point of contact for Institutional Advancement with campus partners, external vendors, and community stakeholders.
• Other duties as assigned.

Qualifications

• Bachelor’s degree or equivalent combination of education and professional experience
• Demonstrated proficiency with Microsoft 365 (Teams, Outlook, Excel, Word, SharePoint)
• Strong organizational and project coordination skills with the ability to manage multiple programs and deadlines simultaneously
• Experience with financial processing and budget tracking
• Excellent written and verbal communication skills
• Ability to learn new technologies and implement technology solutions
• Ability to manage multiple projects, anticipate needs, and deliver high-quality results on a deadline, adjusting as needed based on shifting priorities
• Experience with event coordination, academic administration, fundraising, and program operations in a higher education setting, preferred

Physical Requirements

• Prolonged periods of sitting at a desk and working on a
• Manual dexterity required for keyboarding and other repetitive
• Ability to lift and move up to 15 pounds without
• Availability to work occasional evenings or weekends in support of programs and

Millsaps College is a selective institution of higher education located on 100 beautiful acres in the heart of Jackson, the capital of Mississippi — a progressive southern metropolitan city of nearly half a million. Millsaps is dedicated to academic excellence, open inquiry and free expression, the exploration of faith to inform vocation and the innovative shaping of the social, economic and cultural progress of the region. The college was founded in 1890 by members of the Methodist Church and is consistently ranked as one of the best values in higher education.

Millsaps has an enrollment of approximately 750 students and employs 80 full‑time faculty members. The faculty/student ratio at Millsaps is 1:9, and the average class size is 14. Millsaps has graduated 25 Fulbright Award recipients, seven Rhodes Scholars, six Goldwater Scholars and two Truman Scholars. Millsaps is a member of the NCAA Division III and Southern Athletic Association and competes in 18 intercollegiate sports.

EEO Statement

Millsaps College values diversity within our students, faculty and staff, and strives to recruit, develop, and retain the most talented people. Millsaps College does not discriminate in employment on the bases of race, color, creed, religion, sex, sexual orientation, transgender status, gender identity, age, national origin, disability, veteran status or any other legally protected status in accordance with applicable federal, state and/or local laws.

All offers of employment will be contingent on successful completion of a background check and verification of employment. Salary will be commensurate with experience. Millsaps College provides a competitive benefits package .

It is the policy of Millsaps College to provide reasonable accommodations for qualified individuals with disabilities for employment. If you require any accommodations to participate in any part of the hiring process, please contact [e-mail] .

Additional Information

In compliance with the amendments to the federal Clery Act concerning annual security reports, all potential job applicants are free to view Millsaps College’s annual Campus Crime Statistics here .

The only national liberal arts college in Mississippi, Millsaps College has consistently been ranked a “Best Buy” among national liberal arts colleges by U.S. News and World Report’s America’s Best Colleges and is cited as one of Loren Pope’s 40 Colleges That Change Lives. It was the first institution in Mississippi with a Phi Beta Kappa chapter, and is the only institution in Mississippi ever to be listed in The Fiske Guide to Colleges.

Millsaps is a member of the ACS and NITLE , and has an AACSB accredited business school. In accordance with Federal law, we are making available our Campus Security Report to all prospective employees. Millsaps is located in Jackson, the capital of the state. The Jackson area has a population of around 400,000 and offers low cost‑of‑living, excellent schools, pleasant climate, and many recreational opportunities.

For additional information about Millsaps College please visit the links below: