Coordinator, Colleges, Schools and Units

Location: Tallahassee

Department

FSU Division of University Advancement

Florida State University is currently in the leadership phase of a comprehensive campaign. As the leadership phase of the campaign begins, the Division of University Advancement is accelerating the hiring of additional Advancement professionals campus-wide and is excited to build out its team. For Advancement professionals who are interested in being a part of a comprehensive campaign from the beginning for their career development, the timing is ideal to join our team.

Responsibilities

This position serves as a central coordinator supporting the administrative and operational functions of Major Gift Officers within the Division of University Advancement. This multifaceted role provides high level support in the areas of travel planning, meeting planning, donor stewardship, scholarship management, and data integrity. With a strong emphasis on communication, organization, and collaboration, this position plays a vital role in supporting Major Gift Officers build and maintain strong relationships with donors, ultimately contributing to the University's advancement goals.

Administrative and Operational Coordination

Coordinates and supports specialized advancement functions that facilitate development, fundraising, and donor relations across the University's Colleges, Schools and Units. Provides direct assistance to Major Gift Officers by planning and scheduling meetings, managing calendars, and coordinating travel logistics and accommodations. Prepares materials for meetings and events by printing agendas, organizing presentations, and arranging room reservations and technology setup. Prepares and submits travel authorization and reimbursement forms, ensuring accuracy and adherence to DUA policies.

Coordinates financial and budgetary activities including tracking and submitting P card reports, preparing departmental disbursement requests, reconciling and monitoring expenditures. Collects and organizes donor-related materials such as financial reports, endowment documents, and donor contact histories. Provides recommendations to senior leadership for administrative improvements and strategic planning.

Data and Record Keeping

Updates and maintains accurate donor records in Blackbaud CRM as directed. Logs meetings, updates contact details, and enters engagement information. Assisting with running basic queries, exporting reports, and organizing data for events, stewardship, and solicitation planning. Supports the resolution of data issues, such as returned mail or outdated email addresses, by coordinating updates with the appropriate contacts. Supports the preparation of research packets, briefings, and reports on donor history and giving trends at the direction of Major Gift Officers.

Tracks and organizes scholarship fund documentation and distribution updates. Drafts communications regarding scholarship deadlines and eligibility criteria to inform faculty and staff upon request.

Stewardship and Communication Support

Produces and sends donor correspondence, including letters, packets, and personalized cards for special occasions and acknowledgments. Assembles and mails stewardship packages containing commemorative or personalized items as directed by Major Gift Officers. Coordinates post-meeting follow-up by tracking action items, sending thank-you notes, and documenting donor engagement details. Supports student-donor interactions by organizing and preparing appreciation letters, event materials, and communications. Participates in the compilation and distribution of reports such as weekly gift summaries to support donor engagement efforts.

Facilitates the preparation of contact lists, event invitations, and communication materials for advancement boards, councils, and university stakeholders of assigned colleges, schools and units. Prepares and organizes materials for engagement and recognition activities in collaboration with Major Gift Officers.

Special Projects

Coordinates the planning and organization of small donor engagement gatherings by assisting with logistics such as booking venues, coordinating catering, preparing name tags, and managing…