Advancement Services Coordinator

Job Title:

Advancement Services Coordinator

Department:
Development

Reports To:

Director of Advancement Operations

Summary:

The Advancement Services Coordinator supports the mission of Freed‑Hardeman University by providing administrative, operational, and strategic support to the Office of Advancement. This position plays a key role in strengthening relationships with donors, alumni, and foundations through accurate record management, donor communications, event support, and grant research. The position will be based on campus within the Office of Advancement.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Prepare and manage written communications for alumni, donors, and friends of the university, ensuring accuracy and professional quality.
• Coordinate timely acknowledgment and follow‑up correspondence.
• Generate and distribute routine notifications and reminders to support ongoing engagement efforts.
• Assist in creating reports and materials that demonstrate impact and strengthen relationships with key stakeholders.

• Use discretion in working with confidential and sensitive data.
• Assist with maintaining and updating organizational records to ensure accuracy, completeness, and data integrity.
• Assist with tracking and managing key activities, updates, and gift information within internal database systems.

• Conduct research on prospective donors, alumni, and organizations to identify potential funding opportunities.
• Lead the use of Foundation Search software to identify foundations aligned with the university’s mission and funding priorities.
• Manage the foundation prospect pipeline and track grant opportunities, deadlines, and submission requirements.
• Coordinate and facilitate the grant application process, ensuring all required documentation and procedures are completed accurately and on time.
• Collaborate with university leadership and departments to gather information needed for grant proposals and reports.
• Write the grants and follow through on the application process with various foundations.

• Assist with planning, coordination, and execution of Advancement and Alumni Engagement events, including donor receptions, alumni gatherings, and special campus events.
• Support event logistics, communication, registration, and follow‑up stewardship.
• Help foster strong alumni engagement through event participation and relationship‑building efforts.

• Detail Oriented – Attentive to specific details and possesses a strong desire for tasks to be completed correctly every time.
• Customer Service – Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
• Interpersonal Skills – Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.
• Oral Communication – Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
• Written Communication – Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
• Teamwork – Collaborates with others, contributes to team success, and supports organizational initiatives.
• Motivation – Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles; measures self against standard of excellence; takes calculated risks to accomplish goals.
• Professionalism – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
• Innovation – Displays original thinking and creativity; meets challenges with resourcefulness;…