Donor Operations Admin Specialist (Major Gifts)

Union College (NY); City of Schenectady (NY); On-site; USD 23,000 - 32,000; Full time

Benefits offered by this job

Generous Vacation

Healthcare: Medical and Dental

Tuition Exchange

Job summary

Union College in Schenectady, NY seeks an Administrative Coordinator of Major Gifts to support Major Gifts, Principal Gifts, Planned Giving, Family Giving and Operations. The role is onsite, full-time, 37 hours/week, non-exempt, with a focus on database management and donor communications.

You will maintain donor records, run reports, manage expense submissions in Workday, track budgets, and assist with event planning and daily office operations.

Qualifications

• Associate degree in Business Administration or related field required.
• 2+ years of administrative support or project management support experience preferred.
• Advanced proficiency in Microsoft Office Suite (Excel, Word mail merge) and Google Workspace.
• Experience with CRM administration and data integrity verification.
• Strong organizational and communications skills.

Responsibilities

• Donor Data & Database Management (Colleague / CASM): update CRM donor records, solicitation tracks, ratings, proposal types, cultivation plans, and fund allocations.
• Meeting Reports & Tracking: file meeting reports, extract metrics, and email to leadership.
• Stewardship: run monthly planned giving society reports and coordinate letters and CASM archiving.
• Financial & Budget Administration: prepare Workday expense reports and mileage reimbursements.
• Budget Tracking: run recurring budget reports.
• Procurement: create Workday requisitions for supplies.
• Office Operations: manage calendar, room coordination, inventory, facilities requests, and mail logistics.
• Event Support: assist in planning events for Major Gifts and Planned Giving.

Skills

Advanced Excel

Google Workspace

CRM administration

Data integrity verification

Word mail merge

Communication skills

Project management support

Organizational skills

Education

Associate degree in Business Administration

Tools

Workday

Colleague/CASM

Job description

Union College in Schenectady, NY seeks an Administrative Coordinator of Major Gifts to support Major Gifts, Principal Gifts, Planned Giving, Family Giving and Operations. The role is onsite, full-time, 37 hours/week, non-exempt, with a focus on database management and donor communications.

You will maintain donor records, run reports, manage expense submissions in Workday, track budgets, and assist with event planning and daily office operations.