Development Project Coordinator​/Assistant to Vice President University Advancement

Development Project Coordinator / Assistant to the Vice President for University Advancement

Job Purpose:

The Development Project Coordinator / Assistant to the Vice President for University Advancement provides administrative, operational, and coordination support to advancement initiatives and executive leadership. This role is responsible for facilitating project execution, event coordination, communications, and office operations, while also supporting the Vice President through executive-level administrative assistance.

Reports to the Vice President for University Advancement.

The position coordinates advancement activities, supports donor engagement logistics, assists in project implementation, and ensures efficient administrative operations. It also provides direct executive support to the Vice President to enhance leadership effectiveness and operational efficiency within the division.

• Coordinate advancement events, meetings, and special projects from planning through execution.
• Assist with scheduling, logistics, materials preparation, and on‑site event support.
• Collaborate with internal departments (e.g., Marketing and Communications) to ensure timely project completion.
• Support volunteer coordination and event‑related activities.

• Assist with scheduling donor visits, meetings, and engagement activities.
• Prepare correspondence, meeting materials, and follow‑up documentation for advancement activities.
• Support implementation of donor‑related initiatives as directed by leadership.
• Coordinate logistics related to donor communications and outreach efforts.

• Maintain organized administrative files, records, and documentation for advancement activities.
• Perform general office functions including scheduling, document preparation, filing, and coordination of workflow.
• Assist with preparation of reports, presentations, and materials for meetings and events.
• Process administrative transactions such as purchase requests, reimbursements, and related documentation.
• Support office efficiency by organizing procedures and assisting with workflow coordination.

• Serve as a point of coordination for internal departments and external constituents regarding advancement activities.
• Respond to general inquiries and route communications appropriately.
• Assist in drafting and distributing professional correspondence and materials.
• Coordinate information flow between departments to support advancement initiatives.

• Manage the Vice President’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare itineraries, meeting agendas, reports, and presentation materials for executive use.
• Handle confidential communications and administrative matters with discretion.
• Serve as recorder for meetings and maintain official documentation of proceedings.
• Coordinate internal and external communications on behalf of the Vice President.
• Support daily operations of the Vice President’s office to ensure efficiency and organization.
• Carry out special assignments and administrative tasks as delegated by the Vice President.

• Perform additional administrative and coordination duties as assigned by the Vice President for University Advancement.

• Bachelor’s degree in business, communications, marketing, public relations, or related field.
• Minimum of one (1) year of administrative or office experience.

• Detail‑oriented with excellent organizational, communication, interpersonal, and time‑management skills.
• Ability to motivate and support a diverse constituency in a team‑oriented atmosphere.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency in Microsoft Office and database systems.