Office and Data Coordinator

Buena Vista University is seeking a highly organized and detail-oriented Office & Data Coordinator to join our University Advancement team. This role is essential to supporting our fundraising and alumni engagement efforts by providing high-level administrative coordination and ensuring the accuracy and timeliness of gift processing. The ideal candidate is a proactive self-starter who thrives in a fast-paced environment, handles confidential information with discretion, and enjoys improving processes while delivering excellent customer service.

Primary Responsibilities:

• Manage gift processing lifecycles, including entry, acknowledgments, recurring gifts, payroll deductions, pledge billing, and compliance with IRS/CASE standards
• Maintain and support advancement data and reporting, including donor records, matching gifts, call reports, month-end reports, and data digitization
• Provide administrative and operational support to the UA team, including calendars, travel, onboarding logistics, and general office coordination
• Support fundraising and engagement efforts, including campaigns, alumni relations collaboration, print/mail projects, and stewardship activities
• Oversee financial and administrative processes such as invoice tracking, billing, and credit card reconciliation
• Manage office operations, including supplies, facilities, mail, equipment, subscriptions, vehicle reservations, and workspace organization
• Assist with team support activities, including supervising work-study students, cross-training, and confidential document management

Knowledge, Skills & Abilities:

• Exceptional organizational and time management skills
• Ability to prioritize and manage multiple tasks independently
• Strong written and verbal communication skills
• High attention to detail and commitment to accuracy
• Problem-solving mindset with ability to work with minimal supervision
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Strong interpersonal skills and ability to work collaboratively
• Professionalism, integrity, and discretion in handling confidential information
• Positive attitude, strong customer service orientation, and a team-first approach

Qualifications:

• Associate degree or equivalent administrative professional experience
• 3-5 years of administrative support or similar experience
• Experience in higher education, nonprofit, or fundraising environments

At Buena Vista University, you'll be part of a mission-driven community committed to student success, meaningful relationships, and the transformative power of philanthropy. This is an opportunity to make a lasting impact by connecting donors to the lives they help change.

A background check will be conducted on the final candidate. Buena Vista University is an EOE/ADA/Smoke-Free Employer.