Development Project Coordinator / Assistant to the Vice President for University Advancement

General Statement of Duties

This position coordinates advancement activities, supports donor engagement logistics, assists in project implementation, and ensures efficient administrative operations. The position also provides direct executive support to the Vice President to enhance leadership effectiveness and operational efficiency within the division.

Essential Job Functions

• Development Project Coordination (75%)

  • Project and Event Coordination
  • Coordinate advancement events, meetings, and special projects from planning through execution.
  • Assist with scheduling, logistics, materials preparation, and on-site event support.
  • Collaborate with internal departments (e.g., Marketing and Communications) to ensure timely project completion.
  • Support volunteer coordination and event-related activities.
  • Donor Engagement Support
  • Assist with scheduling donor visits, meetings, and engagement activities.
  • Prepare correspondence, meeting materials, and follow-up documentation for advancement activities.
  • Support implementation of donor-related initiatives as directed by leadership.
  • Cook up logistics related to donor communications and outreach efforts.
  • Administrative and Operational Support
  • Maintain organized administrative files, records, and documentation for advancement activities.
  • Perform general office functions including scheduling, document preparation, filing, and coordination of workflow.
  • Absorb reports, presentations, and materials for meetings and events.
  • Process administrative transactions such as purchase requests, reimbursements, and related documentation.
  • Support office efficiency by organizing procedures and assisting with workflow coordination.
  • Communication and Liaison
  • Serve as a point of coordination for internal departments and external constituents regarding advancement activities.
  • Respond to general inquiries and route communications appropriately.
  • Absorb coordination of information flow between departments to support advancement initiatives.

• Executive Support to the Vice President (25%)

  • Manage the Vice President’s calendar, including scheduling meetings, appointments, and travel arrangements.
  • Prepare itineraries, meeting agendas, reports, and presentation materials for executive use.
  • Handle confidential communications and administrative matters with discretion.
  • Serve as recorder for meetings and maintain official documentation of proceedings.
  • Cook up internal and external communications on behalf of the Vice President.
  • Support daily operations of the Vice President’s office to ensure efficiency and organization.
  • Carry out special assignments and administrative tasks as delegated by the Vice President.

• Other Duties

  • Perform additional administrative and coordination duties as assigned by the Vice President for University Advancement.

Required Qualifications

• Bachelor’s degree in business, communications, marketing, public relations, or related field.
• Minimum of one (1) year of administrative or office experience.

Preferred Qualifications

• Detail-oriented with excellent organizational, communication, interpersonal, and time management skills.
• Ability to motivate and support a diverse constituency in a team-oriented atmosphere.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency in Microsoft Office and database systems.