Institutional Advancement Department Coordinator

Posting Summary The Office of Institutional Advancement is seeking a Department Coordinator to provide critical operational support and project coordination across the department. Job Summary/Basic Function The Department Coordinator is a new role reporting to the Assistant Director, Business Management, who will provide administrative support and project coordination across Institutional Advancement (IA). Qualified candidates will have relevant experience in a related position supporting a large team with multiple stakeholders, and will have ample experience handling competing priorities and requests. The ideal candidate will have the ability to navigate and manage multiple projects, and must be comfortable providing superior support to senior executives as needed, demonstrating composure and professional integrity at all times. Duties The Department Coordinator will perform a complex variety of administrative and project coordination duties. Work performed may include (but is not limited to) the following: 30% — Executive Operations & Legal Administration Serves in a confidential capacity to leadership by assisting the Assistant Director of Business Management and Assistant Vivce President of Advancement Operations in their division-wide financial oversight, while routinely handling restricted employee information (including job descriptions and advancement records), confidential financial data, and sensitive Board of Trustees reports and materials. Serves as key liaison for the Assistant Director of Business Management by managing invoice workflows, tracking payment pipelines, and routing sensitive document review requests to the Office of General Counsel (OGC). Provides high-level operational support to the Operations team. 30% — Financial Tracking & Special Projects Coordinates confidential departmental financial processes, including review and processing of executive expense reports, monthly P-Card reconciliations, and financial ledger tracking. Executes complex, ad-hoc operational projects as assigned by leadership. 20% — Data Architecture & Knowledge Management Manages departmental information systems, maintaining digital architecture, access controls, and physical record archives. Audits and updates core databases to ensure data integrity and compliance with organizational retention policies. 10% — Executive & Governance Board Support Partners with the Manager, Office of the VP for Institutional Advancement to deliver confidential administrative strategy and executive support for the Vice President. Coordinates meeting logistics, governance materials, and briefing dossiers for quarterly Board of Trustees and Committee meetings. 10% — Operational Support Executes other strategic operational and administrative projects and duties as assigned by the AVP of Advancement Operations including the preparation and maintenance of documents related to gift administration. Minimum Qualifications 2- 4 years of professional experience, ideally in a similar support staff positionAbility to take initiative on requests and inquiries of administrative natureExperience handling a high volume of work with accuracy while maintaining the flexibility to deal with changing prioritiesProficient in all MS and Google Office applications, particularly Excel/SheetsExperience navigating an office environment including phone and meeting etiquette, office equipment use, and mail and shipping servicesStrong organizational skills and ability to handle concurrent, multiple job tasksDemonstrated experience handling highly sensitive, restricted organizational data, including employee, executive, board, and divisional financial information, with discretion and professional integrity. Preferred Qualifications Well-developed communication and interpersonal skillsExcellent project management skills, including organizing resources, working effectively with colleagues to achieve goals, prioritizing and advancing multiple projects simultaneouslyWorking knowledge of Fundraising, Financial, & Legal platforms. Salary Range $30.22 hour - $32.97 hour Work Modality Onsite