Advancement Administrative Coordinator

About the role

The Advancement Administrative Coordinator supports the departments of the Advancement Division at St. Olaf College. Reporting to the Office Manager, this position supervises one student worker.

Responsibilities

• Serve as primary contact person for the Annual Fund, Development and Donor Relations departments, handling 800 toll-free phone lines, email aliases, mail, and other correspondence.
• Coordinate and maintain office budgets, updating and sharing monthly reports with department Directors.
• Reconcile monthly credit card statements.
• Receive and submit payment for invoices.
• Schedule internal and external meetings, managing room reservations and catering requests.
• Hire, train, and supervise one student employee during the academic year.
• Invent, order, and maintain office supplies for Alumni Hall.
• Primary contact for Alumni Hall facility needs.
• Process incoming mail daily.
• Provide administrative support for staff onboarding and offboarding tasks as needed.
• Work with Asana project management tool and document constituent communication as needed in the Customer Relations Management system.
• Provide back-up customer service and administrative support to Advancement Operations & Strategies, Alumni & Family Travel and Alumni & Parent Relations, Development, Donor Relations, Annual Fund as needed.
• Program and operations support for 50th Reunion.
• Schedule, including room reservations, catering requests and creating zoom meetings, and attend virtual and in-person volunteer committee meetings.
• Serve as volunteer liaison for committee volunteers via phone, email, mail, and other correspondence, responding and delegating accordingly.
• Maintain and manage the 50th Reunion Committee website with focus on the Gift Committee site.
• Inventory, order, and maintain supplies including managing Print Center requests.
• Aid in the preparation for major campus weekend events including Homecoming & Family Weekend, Christmas Festival, Commencement, and Reunion Weekend.
• Contribute to the overall success of the Advancement Division through teamwork and collaboration.

Qualifications

• Education: Associates degree or equivalent.
• Experience: 1+ years of relevant office or administrative experience.
• Preferred Qualifications: Bachelor’s degree; 3+ years of relevant office or administrative experience; customer service experience; previous experience with, or an understanding of higher education and/or philanthropy.

Skills

• Excellent organizational and communication skills.
• Ability to multitask and prioritize effectively.
• Proficiency in Microsoft Office Suite.
• Strong attention to detail.
• Ability to work independently and as part of a team.

Benefits

St. Olaf College offers a comprehensive benefits package, including:

• A 9% retirement match.
• Contributions to eligible employees' health savings accounts.
• A significant tuition discount (up to a 90% reduction) at ACM, GLCA, and ELCA colleges and universities for employees' children.
• Generous paid time off.

Pay

$21 - $23 per hour.

Schedule

Monday - Friday, 8:00 a.m. - 5:00 p.m.; occasional weekend and night hours required for special events.

Work Location

Hybrid. WFH 1 day a week. Will work on campus fully for the first three months.

About St. Olaf College

Founded in 1874, St. Olaf College is a residential, coeducational liberal arts college with approximately 3,000 students and 800 faculty and staff. Located on a picturesque 300-acre campus in Northfield, Minnesota, the college is situated 45 minutes south of Minneapolis and St. Paul. St. Olaf offers an academically rigorous, nationally ranked liberal arts education that fosters the development of the whole person in mind, body, and spirit and emphasizes learning in an inclusive and globally engaged community. The college encourages applications from candidates committed to multicultural understanding and the enrichment of its diverse community.