Coordinator, Advancement Operations and Donor Relations

Job Summary/Basic Function

The coordinator of advancement operations and donor relations is responsible for supporting the University's strategic fundraising initiatives as directed by the vice president. The position provides day-to-day support for the operations of the division, project management support for donor relations, and high-level administrative functions for the vice president.

Project Management

• Manage and oversee the communication and assessment of divisional goals, objectives, strategic plans, policies, and operating procedures for University Advancement, which are critical to fundraising efforts.
• Ensure the success of donor events by coordinating logistics and communication with all stakeholders, including liaising with vendors, venues, and service providers, and ensuring that deliverables and milestones are met.
• Manage donor agreement and related documentation processing to confirm all required steps are completed and meet organizational standards, including coordinating with relevant stakeholders to facilitate timely completion, monitoring, and following up on outstanding items to ensure all next steps in the agreement process are fulfilled.
• Oversee and track donor-related items, ensure proper handling, storage, documentation, and office supply inventory and procurement to support ongoing operations and special projects.
• Conduct regular audits of donor records and office processes to ensure accuracy, compliance, and adherence to organizational policies while maintaining a high level of attention to detail to safeguard the integrity of donor data and documentation.
• Provide consistent communication with team members and departments to ensure alignment on donor-related initiatives and office needs.

Administrative Support

• Develop and ensure an integrated approach to communications for the division, including reports to the President's Council and Board of Trustees, communications with advancement management leadership, and interactions with University constituents.
• Support the vice president with effective and strategic calendaring, meeting organization, agenda preparation, committee management, and event planning for divisional activities.
• Ensure seamless communication by serving as the primary point of contact between the Vice President and internal/external stakeholders.
• Ensure completion of action items by tracking decisions and deadlines discussed in meetings and communicating outcomes to appropriate stakeholders and team members.
• Oversee multiple projects to support the work of donor relations and collaborate with internal and external constituents in support of fundraising and stewardship initiatives.
• Direct administrative and other initiatives related to the university's fundraising operations, as well as special projects and programs initiated by the Vice President of Advancement.

Divisional Operations & Planning

• Manage the daily operation of the division, ensuring that priority projects and processes are completed effectively, on time, and on budget.
• Ensure compliance with budget parameters, efficiently process purchase orders, check requests, and manage office supplies and donor gifts.
• Oversee and direct divisional onboarding, including coordination of all aspects of training for new hires, including but not limited to new staff paperwork, new staff training schedules, training manuals, division flowcharts, and employee lists.
• Foster a collaborative environment by supporting advancement team initiatives and projects.
• Develop and implement streamlined processes to improve the efficiency and effectiveness of office operations.