Administrative Office Coordinator

Position Overview

Reporting to the Associate Vice President for Advancement (AVPA), the Administrative Office Coordinator serves as the central administrative and operational support role for the Foundation, ensuring the efficient day‑to‑day functioning of the office. This position manages administrative processes, coordinates communications, supports donor and board activities, and assists with events and projects that advance the Foundation's mission.

• Manage front office operations, including phone, email, mail, and visitor reception
• Maintain office systems, supplies, and vendor relationships
• Provide executive‑level administrative support for the AVPA and the Director of Annual Giving and Engagement, as delegated by the AVPA
• Develop and maintain organized filing systems (digital and physical)
• Support basic financial processes, such as invoice tracking, expense reports, and reimbursements
• Coordinate logistics for board and committee meetings, including scheduling, materials, and minutes; and events, including registrations and materials
• Assist with preparation and distribution of meeting agendas and packets
• Maintain board records and governance documents
• Assist with donor correspondence, acknowledgments, and database updates
• Maintain accurate records in CRM or donor database
• Support stewardship activities and donor communications as needed
• Assist with the annual scholarship award process, including coordinating the seasonal flow of scholarship applications, recipient information, and related documents through the Foundation's scholarship management software
• Assist with planning and execution of Foundation events (e.g., donor recognition and fundraising events)
• Support special projects and initiatives led by Foundation leadership and Alumni Affairs colleagues
• Assist with drafting and formatting basic communications, newsletters, and reports
• Update website and social media platforms as directed
• Ensure consistent branding across materials
• Supervise student employees, if applicable
• Regular and predictable attendance required
• Perform other job‑related duties as assigned

A high school diploma or equivalent certificate, with at least two years of administrative office support experience, preferably in a nonprofit, higher education, or professional office environment; or an equivalent combination of education and/or experience required.

• Excellent organizational skills with strong attention to detail
• Ability to effectively organize, prioritize, and manage multiple tasks and competing deadlines while maintaining accuracy, attention to detail, and a high level of customer service
• Excellent communication and interpersonal skills, with a demonstrated ability to build and maintain effective working relationships
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information

• Work is generally performed in an indoor office environment during standard business hours. Occasional evening and weekend hours may be required to support events, meetings, and other activities
• Work is sedentary in nature that at times requires exerting up to 10 pounds of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Occasionally requires up to 25 pounds of force to lift, carry, push, pull, or otherwise move objects.

Essential Functions: As defined under the Americans with Disabilities Act, these include the aforementioned duties and responsibilities, minimum job requirements, knowledge, skills, and abilities, as well as physical demands, and working conditions. This is not necessarily an…