Advancement Services & Events Coordinator

Advancement Services & Events Coordinator

• Portland, OR

The Advancement Services & Events Coordinator is an entry-level role designed to support core database operations, donor stewardship, alumni engagement, and campus event management. The ideal candidate will manage daily gift processing, support alumni outreach initiatives, execute internal/external event operations, and handle essential administrative duties. This position requires an agile self-starter who thrives in a collaborative environment and can seamlessly manage overlapping project timelines.

Primary Job Duties and Responsibilities

• 1. Gift Processing & Data Management (~40%)
  • Donation Processing:
    Oversee daily gift processing activities, including entering pledges, recurring gifts, event contributions, grants, matching gifts, and stock transfers into the university CRM (Salesforce and Colleague).
  • Receipting & Acknowledgments:
    Generate, proofread, and distribute timely donor acknowledgment letters, tax receipts, and annual giving statements.
  • Data Integrity:
    Update donor and alumni records with demographic changes, communication preferences, and relationship mapping based on returned mail and staff updates.
  • Financial Reconciliation:
    Coordinate with the Finance/Accounting team for monthly reconciliation of gift revenue, matching batch entries against bank deposits and lockbox statements.
• 2. Event Management (Internal & External) (~35%)
  • Event Execution:
    Manage logistical details for core Advancement events, alumni gatherings, internal departmental meetings, and external facility rentals.
  • Client & Vendor Coordination:
    Serve as the point of contact for external clients renting university space; negotiate basic logistics (catering, equipment, room setups), conduct site visits, and manage rental contracts.
  • Master Calendar Support:
    Review, approve, and maintain room requests on the university Master Calendar to resolve scheduling conflicts.
  • Invoicing:
    Create client invoices, track event accounts receivable, and submit documentation to the business office.
  • On-Site Support:
    Conduct pre- and post-event walkthroughs, provide support during events, and coordinate post-event evaluations to ensure customer satisfaction.
• 3. Alumni Coordination & Administrative Support (~25%)
  • Alumni Outreach:
    Assist the Director with executing alumni engagement strategies, preparing regional or affinity-based outreach, and handling inquiries from the alumni network.
  • Platform Management:
    Set up and maintain online event ticketing, giving forms, and peer-to-peer fundraising platforms.
  • General Administration:
    Manage office supplies and merchandise inventory, track department timelines, maintain procedural documentation, and answer general advancement phone lines or emails.
  • Student Supervision:
    Assist in training and reviewing the work of student workers or department interns as needed.

• Technical Proficiency:
  Comfort working inside CRM databases (Salesforce and Colleague) and the Microsoft Office Suite (Word, intermediate Excel).
• Attention to Detail:
  High level of accuracy in data entry and financial record‑keeping.
• Communication & Stewardship:
  Strong written and verbal communication skills; ability to interact professionally with donors, alumni, university leadership, and external vendors.
• Project Management:
  Ability to multi‑task, prioritize shifting workloads, and remain organized in a busy environment.

• Education:
  
  Bachelor’s degree or equivalent combination of education and professional experience.
• Experience:
  
  1–2 years of professional office management, administrative, fundraising support, or event coordination experience.
• Availability:
  Flexibility to work occasional early mornings, evenings, and weekends to support major events or high‑volume giving periods.

• Direct experience handling gift processing or database entries in a non‑profit or higher education development setting.
• Experience using event registration or donation software platforms.

The position is located in a typical office environment. Professional/business casual attire…