Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Advancement Administrator

Answers in Genesis HQ - Erlanger, KY 41018

Position Type Full Time Category Donor Relations

The Advancement Administrator is responsible for coordinating onsite and offsite AiG supporter events planned by the Advancement Department at the direction of the Vice President of Advancement and the Advancement Officers. Additionally, the Advancement Administrator will assist, as directed, in maintaining contact with AiG supporters through phone calls and written correspondence.

This position will allow one to impact others through a service mindset centered on making an eternal difference. This position should display our Core Values of SERVE (Serve, Equip, Relate, Value, Engage) when interfacing with both internal and external customers to ensure that the message and mission of Answers in Genesis is portrayed in an effective and God-honoring fashion. This position provides opportunities for spiritual, personal, and professional development.

• Promote the mission and standards of Answers in Genesis.
• Create a SERVE culture environment in all work done.
• Approach all tasks with a second mile mindset.
• Prioritize personal integrity in all interactions and assignments.

Administrative

• Process all mail that comes in for Advancement team members.
• Monitor Advancement voicemail and respond or direct messages to the appropriate party.
• Upload mail and other documents into donor records in Dynamics 365.
• Update donor records as needed in Dynamics 365.
• Update marketing lists as needed and/or requested.
• Process mailings as needed, including pulling the proper marketing lists from Dynamics 365, using mail merge to prepare letters, collating any collateral material(s), preparing envelopes and/or labels and timely mail pieces.
• Manage Advancement email inboxes, including:
  • Tracking all RSVPs for events, forwarding any issues to appropriate party to resolve
  • Timely input all donor communications into donor records in Dynamics 365
• Keep Advancement calendar updated (events, donor visits, team meetings, etc.).
• Send necessary calendar team calendar invitations for all events.
• Assist with resource orders as requested by officers.
• Assist with arranging tickets and activities for guests as requested by officers.
• Assist officers with donor mailings, including calendars, End of Year opportunities, personal cards and other items.
• Calendar marketing plan items with officers and on Advancement master calendar.
• Prepare Advancement guest resource bags, folders and marketing materials.
• Assist with Legacy Partners program as needed.
• Prepare or assist with donation receipts as needed.
• Additional duties as assigned by the Vice President of Advancement.

Events

• Work with the Vice President of Advancement and the Senior Director of Strategic Projects & Guest Experiences to ensure all primary in-house and off-site events are scheduled in a timely manner and executed professionally.
• Maintain Advancement Calendar for events and supporter visits.
• Oversee the planning of and coordinate logistics for all Advancement events.
  • Secure the venues selected by the Advancement Officer
  • Serve as the point of contact for venues, coordinating venue details as directed by the Advancement Officer
  • Prepare event marketing lists, coordinating all phases of invitation and RSVP.
  • Coordinate the shipping and return of event resources and equipment as needed
  • Handle processing of event premiums, including Ark doors and boarding passes
  • Manage post-event follow-up including financials, expense reports, prepare event summary (attendance rate, gifts received, expenses, etc.), thank you emails to attendees, and other tasks assigned.
  • Secure travel arrangements as requested.
• Additional duties as assigned by the Vice President of Advancement.

Stewardship

• As needed, make thank you calls and write cards to AiG supporters who have made gifts to the ministry.
• Assist Officers on special "thank you" gestures (mailing books or letters, sending flowers or gifts, etc.).
• Respond to Supporters as directed by Officers, and assist them with attraction visits, resources, etc.
• Additional duties as assigned by the Vice President of Advancement.

Operations

• Provide general support for the operational needs of the department (such as maintaining supplies and inventory, coordinating with other AiG departments, event calendar management, etc.).
• Additional duties as assigned by the Vice President of Advancement.

Requirements

• Must agree with and be able to sign our Statement of Faith.
• Maintains a personal relationship with Jesus Christ.
• Regularly attends a local Bible-believing church.
• Customer service experience – will be representing ministry while working with internal (staff) and external customers (donors) as well as vendors.
• A team player with strong interpersonal skills
• Able to thrive in a fast-paced, dynamic work environment.
• Excellent written, verbal, and phone skills.
• Strong attention to detail.
• Organized and demonstrates an ability to coordinate special events in a thorough and timely…