Senior Coordinator for Advancement Services - University Advancement

Washington University; United States; On-site; USD 36,000 - 55,000; Full time

Job summary

Washington University in St. Louis seeks a Senior Coordinator for Advancement Services in Saint Louis, MO.

The role provides high-level support to the AVC for Advancement Services, manages reporting, scheduling, and travel, and serves as a key communication link to leadership and donors. Responsibilities include overseeing complex projects, coordinating gift/records processing, and preparing documents and presentations for executive leadership.

Qualifications

• Bachelor’s degree or combination of education and/or experience acceptable.
• No specific certification required.
• Relevant experience (2 years) preferred.
• Driver’s license not required.

Responsibilities

• Coordinate for Advancement Services including multi-project oversight and scheduling.
• Oversee outreach to advancement and university staff on gift/records transactions.
• Collaborate with senior leadership admins to meet deadlines and coordinate responses.
• Support AVC with calendar, budget, expenses, and travel management.
• Create and maintain reports for AVC and functional teams; compile data for monthly/ quarterly/ annual reports.

Education

Bachelor’s degree or equivalent

Job description

Location SAINT LOUIS, MO 63105 Scheduled Hours 37.5

Position Summary The Senior Coordinator for Advancement Services provides high-level support for the Associate Vice Chancellor (AVC) for Advancement Services and the Advancement Services team. The Senior Coordinator role is highly visible and must be customer-service oriented and display maturity and professionalism at all times. The position will require communication with internal and external constituents including university leadership, donors, vendors, and colleagues/peers. The Senior Coordinator oversees reporting and administrative support, interview scheduling, project management, creating, updating, and distributing multiple monthly, quarterly and annual reports, and travel management. The Senior Coordinator plays a critical role in supporting Advancement Services teams and provides necessary and timely information for effective decision‑making by the Associate Vice Chancellor.

Job Description

Primary Duties & Responsibilities

Serve as coordinator for the Advancement Services team including managing several complex projects. Efforts include scheduling oversight for team and managing outreach to advancement and university staff regarding gift and records management transactions. Work closely with senior leadership administrative assistants to ensure project deadlines are met and responses are well‑coordinated and well‑executed. Works closely with Executive/Senior Directors on the Advancements Services team including Business Intelligence, Gift Operations and Records Management, and Prospect Development teams on department‑wide projects and team‑building activities. Serves as a resource for AVC in managing special projects, which may include preparing, editing, and proofreading documents, reports, and presentations. In collaboration with Records Management, responsible for weekly gift receipting process. Other duties as assigned to support goals of Advancement Services including support in Central Files, Gift Operations and Records Management, and Annual Tax Letters. Provide high‑level support to the Associate Vice Chancellor for Advancement Services including calendar management, budget, and expense reimbursement. Serve as the vital communication link to and from the office on behalf of the AVC. Discern and prioritize needs/request and communicate status appropriately. Create and maintain multiple reports for the AVC and Advancement Services functional areas. Reporting may involve data requests, formatting raw data, compiling, and storing data in an accessible drive for all parties. This includes monthly, quarterly, annual, and ad hoc reports as needed utilizing Advancement CRM and/or in collaboration with the Business Intelligence team. Perform other duties as assigned.

Working Conditions

Job Location/Working Conditions Normal office environment Occasional work at on‑and off‑campus St. Louis‑based university events After hours work as needed Physical Effort Typically sitting at a desk or table Equipment Office equipment The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education: Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications/Professional Licenses: No specific certification/professional license is required for this position.

Work Experience: Relevant Experience (2 Years)

Skills: Not Applicable

Driver’s License: A driver’s license is not required for this position.

More About This Job

Preferred Qualifications Experience working in a complex organization. Experience with higher education or a not‑for‑profit environment. Desire and ambition to work in an organization that is evolving at an accelerated pace. This position is located in St. Louis, MO and the targeted hiring range for this position is $25.47 - $30.00.

Preferred Qualifications Education: No additional education unless stated elsewhere in the job posting.

Certifications/Professional Licenses: No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience: No additional work experience unless stated elsewhere in the job posting.

Skills: Business Relationship Building, Collaboration, Communication, Confidentiality, Customer Service, Database Management, Datasets, Deadline Management, Detail‑Oriented, Event Management, Event Planning, Learning Quickly, Material Preparation, Meeting Organization, Microsoft Excel, Microsoft Office, Multitasking, Office Management, Organizing, Professional Etiquette, Professional Integrity, Project Management, Scheduling

Grade G10-H Salary Range

$25.47 - $39.49 / Hourly The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one’s qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre‑Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre‑employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

• Personal Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our free Metro transit U-Pass for eligible employees.
• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
• Wellness Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
• Family We offer 4 weeks of caregiver leave to bond with your new child.
• Family care resources are also available for your continued childcare needs.
• Need adult care? We’ve got you covered.
• WashU covers the cost of tuition for you and your family, including dependent undergraduate‑level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Q: Can I create a job alert to notify me when jobs of interest are posted?

A: Yes! After you create a Candidate Home account, you can set up and manage job alerts to be sent to you either daily or weekly, according to the filters you select. You can add, edit, or delete job alerts at any time. You will need to opt in to communications from WashU when you set up your first alert and will only receive alerts for jobs posted after the alert has been created. Set alerts today so you do not miss any new opportunities!

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