Administrative and Special Events Coordinator

We employ individuals with a desire to contribute to an educational institution in a Christian setting. Together, HBA’s faculty and staff lend their God-given talents to serve, change lives and help shape the future leaders of tomorrow.

Employment benefits include:

• 100% paid premiums for medical/dental insurance (single)
• Group life insurance
• Tax-deferred annuity plan (403b)
• Flexible spending program
• And much more!

Please note the following requirements for faculty/staff (non-teaching) applications:

• Pastor's letter of recommendation
• Philosophy of teaching statement (faculty applicants only)
• University/collegiate transcripts (if applicable)
• Applicants must be willing to submit to a background check

OFFICE/CAMPUS: Institutional Advancement/Administrative Offices

REPORTS TO: Director of Institutional Advancement

STATUS: 12 months (non-exempt)

HOURLY RANGE: $24-$26

Under the direction of the Director of Institutional Advancement, the Administrative and Special Events Coordinator supports the success of fundraising events and assists the Office of Institutional Advancement in cultivating and stewarding donor relationships.

This position requires a highly organized and enthusiastic professional who enjoys special events management, provides excellent customer service, and builds strong relationships with internal and external constituents. The ideal candidate anticipates project needs, prioritizes work effectively, meets deadlines with minimal supervision, and is available for occasional evenings and weekends.

Administrative and Donor Relations Support (40%)

Provide administrative support to the Director of Institutional Advancement and the team to ensure efficient daily operations and effective donor stewardship.

Responsibilities include:

• Manage office communications, including phone, email, correspondence, and visitor inquiries.
• Coordinate travel arrangements, manage office supplies, and assist with internal and external mail services.
• Provide administrative support during key Advancement initiatives, projects, and events.
• Assist in the maintenance of confidential donor records, files, and database information; generate reports and donor lists as needed.
• May assist with processing of donations, and correspondence, including gift acknowledgements and stewardship communications in accordance with HBA policies.

Special Events Planning and Execution (60%)

Work with the Institutional Advancement team to plan and execute fundraising, cultivation, and stewardship events that strengthen donor engagement and support institutional goals.

Responsibilities include:

• Plan, coordinate, and execute fundraising events, donor gatherings, and cultivation activities.
• Serve as liaison with internal teams, volunteers, senior leadership, and occasionally the Board of Directors.
• Manage event logistics including venue coordination, staffing, volunteers, vendors, registration systems, and guest experience.
• Maintain event budgets, records, invoices, and reports to ensure accurate financial tracking.
• Coordinate event communications and promotional materials in partnership with the Communications team.
• Assist in identifying sponsorship opportunities and strategies to increase event participation and revenue.
• Support the planning and execution of smaller donor engagement events such as tours, cultivation dinners, and learning events.
• Maintain event planning timelines, event files, and post‑event reporting including acknowledgements and evaluations.
• Propose improvements to strengthen event effectiveness and guest engagement.

This job description has been designed to indicate the general nature and level of work and may not list all duties as assigned.

• Humility:
  We cultivate humility by acknowledging the goodness of God and the reality of sin, by taking time to be contemplative, by being open to change, and by knowing that there is and will always be more to learn.
• Curiosity:
  We cultivate curiosity by asking questions, by seeking opportunities to learn, by trying new things, and by persevering in our quest for answers.
• Love:
  We cultivate love in community by striving for peace, by…