The Advancement Coordinator provides comprehensive administrative, analytical, and logistical support to the Assistant Dean, frontline major gift officers, and associate director of alumni giving within Arts & Sciences Advancement. Primary responsibilities include preparing and maintaining recurring leadership reporting, including a bi-weekly activity report for the Dean; coordinating scheduling, correspondence, and documentation across a growing advancement team; managing donor and prospect information within university systems; and supporting the onboarding and orientation of new staff and consultants. The position requires strong working knowledge of university administrative systems and advancement operations, sound judgment in handling confidential donor and personnel information, and the ability to manage multiple concurrent priorities with minimal supervision. This role serves as a central point of operational continuity for the team, ensuring consistent processes and institutional knowledge are maintained through periods of staff transition and growth. The ideal candidate brings strong organizational skills, discretion, and the ability to work independently in a fast-paced fundraising environment.
Education and Experience
- Bachelor's degree required, or Associate's degree with equivalent professional experience. Minimum of 5 years of administrative experience in a professional environment;
- Experience in higher education or a nonprofit advancement/fundraising context strongly preferred.
- Demonstrated ability to manage multiple priorities independently in a fast-paced, relationship- centered environment.
- Experience with database management and report generation preferred.
Skills and Knowledge
- Advanced proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint).
- Proficiency in Blackbaud CRM (CITRUS) or comparable donor management system required; DataInsights familiarity a plus.
- Exceptional written and verbal communication skills.
- Strong organizational skills with demonstrated ability to manage complex, concurrent tasks with accuracy.
- Ability to synthesize data and produce clear, analytical reports for senior leadership.
- Advanced problem-solving skills and initiative in researching and implementing university procedures independently.
- Ability to maintain strict confidentiality with sensitive donor, personnel, and financial information. Strong interpersonal skills and professionalism across diverse stakeholder relationships.
Responsibilities
- Own and execute core administrative operations of the A&S Advancement office. Provide comprehensive support to the Assistant Dean and Directors of Development, including complex scheduling, meeting coordination, correspondence, document preparation, and visitor logistics. Coordinate, track, and process gift acknowledgments and fund reports, maintaining accurate records of donor activity and gift use. Manage travel arrangements and expense reconciliation for the full team, ensuring compliance with university travel policies. Maintain prospect and donor records in Blackbaud CRM (CITRUS), generate reports, and support database management related to donor events, volunteer activities, and prospect activity. Support the planning and execution of donor cultivation, stewardship, and board engagement events as needed.
- Prepare and maintain regular analytical reports for the Dean of Arts & Sciences, synthesizing fundraising activity, team progress, and prospect pipeline data on a bi-weekly cycle. Produce briefing materials for dean meetings and all frontline fundraisers, prospect visits, and board engagements. Utilize DataInsights, Blackbaud CRM, and other university data tools to build and refine recurring reports. Ensure accuracy, consistency, and timely delivery of all reporting products.
- Serve as operational liaison between the A&S Advancement office, the Dean's office, and the division of Advancement and External Affairs. Build and maintain a network of contacts across the college and university; stay informed on relevant university initiatives, policy changes, and administrative procedures. Interact professionally with faculty, staff, students, donors, and the general public; handle inquiries and route requests appropriately. Represent the office with professionalism in all interdepartmental communications.
- Special Projects: Support staff onboarding, transitions, and search processes, including orienting new team members to office procedures, university systems, and advancement resources. Assist with search logistics such as interview scheduling, candidate communications, travel reimbursements, and contract coordination, as assigned. Serve as a point of continuity during periods of transition, staffing change, or organizational restructuring by proactively sharing institutional knowledge with incoming staff, consultants, and search committees.
- Provide project support for office initiatives outside of standing operational duties, such as retreat and working-session logistics, assessment or process-improvement efforts (e.g., team technology or systems reviews), and ad hoc data or documentation requests tied to strategic planning cycles. Assist with special assignments from the Assistant Dean or Dean's office as they arise, applying the same discretion and institutional knowledge that supports the office's day-to-day operations.
- Pursue ongoing professional development to expand knowledge of advancement operations, university systems, and relevant tools. Attend AEA training sessions, A&S Finance meetings, and other professional forums as appropriate. Adapt to evolving campus business processes and identify opportunities to improve administrative efficiency for the team.
Physical Requirements
Not Applicable
Tools/Equipment
Not Applicable
Application Instructions
In addition to completing an online application, please attach a resume and cover letter.