Position Summary:

The Administrative Services Coordinator plays a vital role in supporting the operational functions of the University Advancement team. This position provides administrative, logistical, and technical support to ensure the smooth and efficient execution of Advancement initiatives, with a particular focus on donor stewardship, scholarship management, and core operational functions.

The coordinator reports to the Executive Director of Advancement Operations and Prospect Research and is a member of the University Advancement team.

The hourly range for this position is between $17.31 to $19.23. 

Minimum Qualifications:

• At least two years of experience in administrative, operational, or other relevant support roles across a variety of organizational settings
• Associate's degree

Preferred Qualifications:

• Experience in higher education and/or working with donor databases such as Raiser’s Edge, Slate, or similar platforms.
• Bachelor's degree

Job Duties:

Demonstrate an attitude and behavior that reflects the values and mission of the department and University.

• Donor Stewardship and Scholarship Management
  • Assist in the administration and tracking of named scholarships, including monitoring criteria, recipient selection processes, and stewardship correspondence.
  • Coordinate annual student thank-you letters and impact reports to scholarship donors.
  • Support stewardship events and activities, including coordinating logistics, compiling donor lists, and maintaining stewardship records.
  • Assist with the production and mailing of donor acknowledgments, certificates, and other materials related to recognition and stewardship.
• Gift and Data Processing
  • Assist with gift entry and acknowledgment processes in collaboration with Advancement Services staff.
  • Help maintain accurate and up-to-date constituent records in the donor database (e.g., Raiser’s Edge or other CRM systems).
  • Run standard reports and assist with data clean-up, imports, and data entry projects.
• Operational Support
  • Serve as a liaison for Advancement’s use of Banner and other university systems, maintaining data accuracy and facilitating access or troubleshooting as needed.
  • Manage office supply orders, equipment maintenance, and operational workflows for the Advancement division.
  • Support finance and operations functions, including processing check requests, reconciling expense reports, and coordinating vendor payments or contracts.
  • Maintain inventory and coordinate orders for stewardship and promotional materials.
  • Provide comprehensive administrative support to the Vice President, including calendar management, scheduling, expense processing, and related administrative tasks.
• Advancement Team Support
  • In coordination with the Executive Director of Advancement Operations and the Director of Alumni Engagement, support alumni engagement platforms and related initiatives, including but not limited to the Alumni-Owned Business Directory and event pages.
  • Support the Director of Alumni Engagement as needed.
• Other duties as assigned.