Administrative Coordinator

Provides essential support to our Major Gifts, Principal Gifts, Planned Giving, Family Giving and Operations teams. Your strong database skills, meticulous attention to detail, and customer service focus will drive our success engaging alumni and friends of the College.

Administrative Coordinator of Major Gifts

Work Days: Monday-Friday

Shift Start/End Time: 8:30 am-4:54 pm

Hours Per Week : 37

Weeks Per Year : 52

Pay Status and Classification: Non-exempt, Regular full-time. This position is not eligible for relocation assistance or visa sponsorship.

Work Location: This position is an onsite role and is not eligible for a hybrid work schedule.

Supervisor: Director of Major Gifts

Position

Purpose:

Provides essential support to our Major Gifts, Principal Gifts, Planned Giving, Family Giving and Operations teams. Your strong database skills, meticulous attention to detail, and customer service focus will drive our success engaging alumni and friends of the College.

Essential

Responsibilities and Duties:

Donor Data & Database Management (Colleague / CASM)

• Donor Profile Maintenance: Update CRM donor records, including solicitation tracks, ratings, proposal types, cultivation plans, and fund allocations.
• Meeting Reports & Tracking: File meeting reports from Gift Officer meetings; extract meeting metrics and compile research requests from reports to email directly to key leadership.
• Stewardship: Run monthly planned giving society reports for gift officers to initiate personalized outreach; coordinates welcome letters, including letterhead printing, presidential signature routing, scanning, and CASM archiving.

Financial & Budget Administration

• Expense Management: Prepare and submit Workday expense reports and mileage reimbursements for leadership and gift officers.
• Budget Tracking: Track, monitor, and run recurring budget reports.
• Procurement: Create Workday requisitions to purchase necessary office supplies.

Office Operations & Administrative Support

• Calendar & Room Coordination: Manage calendar scheduling for Major Gifts team meetings and book meeting spaces on campus.
• Facilities & Inventory: Oversee office inventory, submit facilities maintenance requests, and update monthly office whiteboards.
• Mail & Logistics: Retrieve incoming mail and deliver for processing; generate and print envelope labels.
• Document Security: Ensure proper disposal of confidential donor materials via secure shredding protocols.

Event Support

• Departmental Events: Assist in creating, planning, and executing events pertaining to Major Gifts and Planned Giving.

Qualifications:

• Associate degree in Business Administration or a related field required; equivalent professional administrative experience will be considered.
• 2+ years of administrative support or project management support experience preferred.
• Advanced proficiency in Microsoft Office Suite, specifically Microsoft Excel (complex formulas, data analysis, and report generation) and Word mail merge capabilities.
• Strong working knowledge of Google Workspace (Docs, Sheets, Drive, Calendar).
• Experience with CRM administration, including custom report generation, database maintenance, and data integrity verification.
• Demonstrated ability to quickly learn and adopt new software platforms and business systems.
• Exceptional organizational and task-prioritization skills, with a proven track record of managing multiple competing demands in a fast-paced environment.
• Strong foundational project management skills, including deadline tracking and process oversight.
• Meticulous attention to detail and a high standard for data accuracy.
• Strong written and verbal communication skills with the ability to collaborate effectively across cross-functional teams.

Compensation:

The hourly rate for this position is $20.00. Excep…