Advancement Services Coordinator

Warner Pacific College; Portland (OR); On-site; USD 42,000 - 57,000; Full time

Job summary

Warner Pacific University is seeking an Advancement Services Coordinator to support core database operations, donor stewardship, and alumni engagement. This entry-level role handles gift processing, data integrity, and routine reporting within the university CRM environment, primarily Salesforce and Colleague, while collaborating with the advancement team.

You will ensure accurate records, assist with monthly reconciliations with Finance, support events and outreach, and mentor student staff in

Qualifications

• Experience with CRM databases and Microsoft Office for data handling and reporting.
• High level of accuracy in data entry and financial records.
• Strong written and verbal communication with donors, alumni, and colleagues.
• Ability to multi-task, prioritize shifting workloads, and stay organized in a busy environment.

Responsibilities

• Generate standard queries, constituent mailing lists, campaign dashboards, and analytical reports to support annual giving campaigns and donor segmentation.
• Oversee daily gift processing activities, including pledges, recurring gifts, event contributions, grants, matching gifts, and stock transfers into the CRM.
• Generate, proofread, and distribute donor acknowledgments, tax receipts, and annual giving statements.
• Coordinate monthly gift revenue reconciliation with the Finance team and match against bank statements.

Skills

CRM data management

Attention to detail

Communication

Project management

Education

Bachelor's degree or equivalent

Tools

Salesforce

Colleague

Microsoft Word

Excel

Job description

Summary Description

The Advancement Services Coordinator is an entry-level role designed to support core database operations, donor stewardship, alumni engagement, and advancement operations. The ideal candidate will manage daily gift processing, support alumni outreach initiatives, and handle essential administrative duties. This position requires an agile self-starter who thrives in a collaborative environment and can seamlessly manage overlapping project timelines.

Essential Functions

Primary Job Duties and Responsibilities

Advancement Services & Gift Operations (~70%)

• Reporting & Campaign Support: Generate standard queries, constituent mailing lists, campaign dashboards, and analytical reports to support annual giving campaigns and donor segmentation.
• Donation Processing: Oversee daily gift processing activities, including entering pledges, recurring gifts, event contributions, grants, matching gifts, and stock transfers into the university CRM (Salesforce and Colleague).
• Receipting & Acknowledgments: Generate, proofread, and distribute timely donor acknowledgment letters, tax receipts, and annual giving statements.
• Data Integrity: Update donor and alumni records with demographic changes, communication preferences, and relationship mapping based on returned mail and staff updates.
• Financial Reconciliation: Coordinate with the Finance/Accounting team for monthly reconciliation of gift revenue, matching batch entries against bank deposits and lockbox statements.

Alumni Coordination & Administrative Support (~30%)

• Alumni Outreach: Assist the Director with executing alumni engagement strategies, preparing regional or affinity-based outreach, and handling inquiries from the alumni network.
• Platform Management: Set up and maintain online event ticketing, giving forms, and peer-to-peer fundraising platforms.
• General Administration: Manage office supplies and merchandise inventory, track department timelines, maintain procedural documentation, and answer general advancement phone lines or emails.
• Student Supervision: Assist in training and reviewing the work of student workers or department interns as needed.

Knowledge, Skills, and Abilities (KSAs)

• Technical Proficiency: Comfort working inside CRM databases (Salesforce and Colleague) and the Microsoft Office Suite (Word, intermediate Excel).
• Attention to Detail: High level of accuracy in data entry and financial record-keeping.
• Communication & Stewardship: Strong written and verbal communication skills; ability to interact professionally with donors, alumni, university leadership, and external vendors.
• Project Management: Ability to multi-task, prioritize shifting workloads, and remain organized in a busy environment.

Minimum Qualifications

• Education: Bachelor’s degree or equivalent combination of education and professional experience.
• Experience: 1–2 years of professional experience in office management, administrative, or fundraising support.
• Availability: Flexibility to work occasional early mornings, evenings, and weekends to support major events or high-volume giving periods.

Preferred Qualifications

• Direct experience handling gift processing or database entries in a non-profit or higher education development setting.
• Experience usingdonation software platforms.

Physical Demands – Work Environment

The position is located in a typical office environment. Professional/business casual attire is required.

Warner Pacific University's Mission

Warner Pacific is a Christ-centered, urban, diverse, minority-serving, Hispanic-serving, liberal arts University dedicated to providing students with an education that prepares them to engage actively in a constantly changing world. Our hiring practices reflect our missional commitment to being a Christ-centered institution.

Warner Pacific University's Commitment to Diversity

Warner Pacific Universityis an Equal Opportunity Employer that seeks a diverse workforce of committed Christians from all racial, ethnic, and socio-economic backgrounds.Warner Pacific University is committed to hiring staff and faculty with an intentionality that demonstrates the importance of having an employee community that reflects the racial and ethnic diversity of the students we serve.

Employment and Lifestyle Standards

1. A belief in the deity of and commitment to Jesus Christ and the Christian faith, as interpreted through the historic witness of Scripture and the continuing ministry of the Holy Spirit.

2. The practice of following Christ through day-to-day personal lifestyle choices.

3. A vitality of Christian experience maturing in insight and application and appreciative of differing viewpoints.

4. A commitment to life-long learning and service through personal and professional development.

5.For teaching faculty, the expression of artful teaching, based on mastery of relevant subject matter and in an environment of purposeful and rigorous inquiry amongst a community of scholars who support one another.

6. A capability, by temperament, preparation, and will, to support students as they confront the intellectual, social, physical, emotional, and spiritual challenges of their lives.

7. A sensitivity to and support for the mission, core themes, vision, values, ethos and traditions of the Warner PacificUniversitycommunity.

8. A commitment to teaching and serving in harmony with the doctrines of the Holy Bible.

Employee Agreement

Mission-based hiring is of critical importance to Warner Pacific University. Employees are expected to demonstrate and articulate a vital Christian faith and to live in a manner consistent with a Christ-centered lifestyle as informed by the Scriptures of the New Testament.

Warner Pacific's students, faculty and staff are expected to foster an environment of mutual respect and accountability, to care for the personal dignity of others and to exercise integrity in their conduct and communication.

The University environment is expected to be free from discrimination and harassment (including bullying).

When an individual's behavior has direct implications for others and/or the well-being of the University community, there may be cause for institutional involvement, regardless of where the situation occurs.

Warner Pacific University desires to provide a safe and healthy environment for staff, faculty, students, visitors and guests. Therefore, smoking is not permitted on University property, in its vehicles, or at any University sponsored event. The use of illegal drugs or non-prescribed controlled substances is strictly prohibited. Use of alcoholic beverages or tobacco products is strictly prohibited on Warner Pacific University campuses.

Equal Employment Opportunity

Warner Pacific provides equal opportunity for employment and advancement for all employees and applicants regardless of race, color, sex, gender, national origin, citizenship status, disability, age, genetic information, status with regard to public assistance, veteran status and any other status protected by laws and regulations to which Warner Pacific is subject. All employment decisions, including hiring, promotions, compensation, benefits, transfers, and terminations are made in a manner that does not discriminate against individuals in the categories discussed above. Because Warner Pacific is a Christian liberal artsUniversity, theUniversityexercises its legal right to hire Christian employees to fulfill its mission and purpose.

NOTE:Alljoboffersarecontingentupon successfullypassingabackgroundcheck andcompletingall requiredpaperwork.