Advancement Services Coordinator

UNIVERSITY OF ST. THOMAS - HOUSTON

DEPARTMENT: UNIVERSITY ADVANCEMENT

ADVANCEMENT SERVICES COORDINATOR

Gift and Revenue Processing

• Accurately receive, record, and deposit all funds designated as gifts to the University in a timely and efficient manner.
• Process complex transactions including securities, IRA distributions, donor-advised funds, bequests, non-gift revenue, and pledge payments.
• Monitor and record gifts from online giving platforms such as GiveCampus and OneCause; regularly check CyberGrants, Benevity, and Blackbaud for gifts and matching contributions. Conduct periodic reviews of bank statements for ACH deposits.

Acknowledgements and Reporting

• Prepare donor acknowledgment letters with attention to fund designation and tribute details.
• Generate and distribute transmittal reports summarizing daily gift activity; address follow-up questions and implement necessary corrections.
• Generate and follow up with departmental invoices.

Data Processing and Systems

• Process and update information from return mail and obituary notices
• Assist with research on new constituents and data entry as needed.
• Maintain accurate constituent records in Slate.

Stewardship

• Work collaboratively with both internal advancement departments and cross campus departments; Business Office, Financial Aid Office, and Student Affairs to seamlessly gather and reconcile necessary information for mandatory stewardship reporting, stewardship accounting for Impact reports, and budget and expense information.
• Proactively manages sending out birthdays, sympathy, and get-well cards to important donors, the board of directors, long-time friends/benefactors to the university, and alumni. Coordinate and manage campus brick and paver initiatives, handling order processing, vendor and facilities coordination, installation scheduling, and execution through completion.

• Other duties as assigned, as deemed necessary for the team.

Qualifications and Requirements

• Knowledge of fundraising operations is preferred.
• Previous experience entering a high volume of transactions with time-sensitive deadlines required.
• High proficiency in database entry and reporting, online data processing, and general internet skills.
• High levels of overall organization, accuracy, time management, and ability to work with frequent interruptions.
• Proficiency using personal computers in a Windows network environment with Microsoft Word and Excel.
• Ability to be goal-oriented and to prioritize a heavy workload.
• Able to work with a high level of confidentiality related to projects and other information, and be capable of making good decisions.
• Strong attention to detail, with a focus on database integrity. Prior experience working with a relational database environment is preferred
• Assist with other University Advancement activities and special events as needed.
• Required to work All Hands-on Deck (AHOD) events.

The University of St. Thomas is an Equal Opportunity Employer