Administrative Coordinator

Position Title: Advancement Administrative Coordinator.

Department: Advancement Operations & Strategies.

Classification: Non-Exempt.

FTE: 1.0.

Work Schedule: Monday - Friday, 8:00 a.m.

- 5:00 p.m.; occasional weekend and night hours required for special events.

Work Location: Hybrid. WFH 1 day a week. Will work on campus fully for the first three months.

Salary Range: $21 - $23.

• Program and operations support for the departments of the Advancement Division.
  • Serve as primary contact person for the Annual Fund, Development and Donor Relations departments 800 toll free phone lines, email aliases, mail, and other correspondence responding and delegating accordingly.
  • Coordinate and maintain office budgets, updating and sharing monthly reports with department Directors.
    • Reconcile monthly credit card statements.
    • Receive and submit payment for invoices.
  • Schedule internal and external meetings, managing room reservations and catering requests.
  • Hire, train and supervise one student employee during the academic year.
  • Inventory, order and maintain office supplies for Alumni Hall.
  • Primary contact for Alumni Hall facility needs.
  • Process incoming mail daily.
  • Provide administrative support for staff onboarding and offboarding tasks as needed.
  • Work with Asana project management tool and document constituent communication as needed in the Customer Relations Management system.
  • Provide back‑up customer service and administrative support to Advancement Operations & Strategies, Alumni & Family Travel and Alumni & Parent Relations, Development, Donor Relations, Annual Fund as needed.
• Program and operations support for 50th Reunion.
  • Schedule, including room reservations, catering requests and creating Zoom meetings, and attend virtual and in person volunteer committee meetings.
  • Serve as volunteer liaison for committee volunteers via phone, email, mail, and other correspondence responding and delegating accordingly.
  • Maintain and manage the 50th Reunion Committee website with focus on the Gift Committee site.
  • Inventory, order and maintain supplies including managing Print Center requests.
• Assist with major campus weekend events including Homecoming & Family Weekend, Christmas Festival, Commencement, and Reunion Weekend.
• Contribute to the overall success of the Advancement Division through teamwork and collaboration.
• Support, respect, and commit to embracing diverse backgrounds, values, and points of view to build a strong and inclusive community.
• Complete and meet deadlines for required training and performance management cycle.
• Perform other duties as assigned.

• Reports to the Office Manager.
• This position supervises student workers.

• Education
  • Associates degree or equivalent.
• Experience
  • 1+ years of relevant office or administrative experience.

• Education
  • Bachelor’s degree.
• Experience
  • 3+ years of relevant office or administrative experience; customer service experience; previous experience with, or an understanding of higher education and/or philanthropy.

• Employment in this position is conditioned upon successful completion of a background check which may include: criminal background checks, reference checks, verification of work history, verification of any required academic credentials, licenses, and/or certifications, a motor vehicle check, verification of DOT certification, a credit check, employment eligibility verification, and/or a pre‑employment physical. Whether a background check is deemed successfully completed will be at the sole discretion of St.
  
  Olaf College. Please note, St. Olaf College reserves the right to conduct periodic background checks at its sole discretion.

• This position may require you to report early, stay late or work different shifts depending on staffing levels. It may also require you to perform all essential job functions whenever needed and during campus emergencies when necessary.
• This job description is for general information purposes. It is not intended to list all duties and responsibilities of the position. This job description is subject to change at any time by St. Olaf College, with or without prior notice.
• Review of applications begins immediately and continues until the hire is complete. We accept only online applications.