Administrative​/Clerical Coordinator, Business Administration

Position: Coordinator, Advancement
JOB TITLE

Coordinator, Advancement

LOCATION

Worcester

DEPARTMENT NAME

Leadership Giving

DIVISION NAME

Worcester Polytechnic Institute - WPI

JOB DESCRIPTION SUMMARY

The Coordinator, Advancement provides essential administrative and project support to the Associate Vice President of Advancement and the Assistant Vice President, Leadership & Planned Giving, enabling effective leadership of WPI's revenue generation functions including major gifts, principal gifts, leadership annual giving, planned giving, and foundation relations. This role manages scheduling and logistics, coordinates communications and meetings, supports donor cultivation activities, prepares briefing materials, and serves as liaison between the AVP and development staff, campus partners, and external stakeholders.

The Coordinator ensures smooth operations supporting the AVP's portfolio management and team leadership while maintaining confidentiality and exercising sound judgment. This position offers excellent exposure to frontline fundraising, donor relations, and revenue generation strategy in higher education advancement.

JOB DESCRIPTION

Executive Support

* Provide comprehensive administrative support to the Associate Vice President of Advancement

* Provide comprehensive administrative support to the Assistant Vice President, Leadership & Planned Giving

* Manage AVP's complex calendar including strategic scheduling of donor meetings, cultivation activities, campus appointments, and team meetings

* Coordinate scheduling across multiple stakeholders including President, Provost, Deans, faculty, donors, prospects, and gift officers

* Make travel arrangements including flights, accommodations, ground transportation, and detailed itineraries for donor visits

* Process expense reports, reimbursements, and budget tracking for AVP's office and revenue generation area

* Screen and prioritize incoming communications, inquiries, and meeting requests for AVP attention

* Draft routine correspondence on behalf of AVP including emails, thank-you notes, and internal communications

* Prepare AVP for donor meetings by compiling briefing materials, donor profiles, giving history, cultivation strategies, and talking points

* Take meeting notes, track action items, and follow up on commitments to ensure completion

* Manage confidential donor and prospect information with utmost discretion

* Serve as primary point of contact for AVP's office, providing excellent customer service to internal and external stakeholders

Donor Relations & Cultivation Support

* Assist with donor stewardship and cultivation activities for AVP's personal portfolio of principal gift prospects

* Coordinate donor meetings, campus visits, and cultivation events including scheduling, logistics, briefing materials, and follow-up

* Prepare thank-you letters, impact updates, and stewardship communications for AVP's signature

* Track donor interactions, meeting outcomes, and next steps in advancement database (Blackbaud/Raiser's Edge)

* Compile research and background information on prospects and donors from database and external sources

* Support proposal development by gathering supporting materials, coordinating campus input, and formatting documents

* Coordinate presidential and dean engagement in donor cultivation including scheduling, briefing, and follow-up

* Manage gift acknowledgment and stewardship timelines for AVP's portfolio

* Maintain organized donor files with proposals, correspondence, and relationship history

Team Coordination & Communication

* Support AVP's leadership of revenue generation team including major gifts, principal gifts, leadership annual giving, planned giving, and foundation relations staff

* Coordinate team meetings including scheduling, agenda preparation, materials distribution, and follow-up on action items

* Facilitate communication between AVP and direct reports, ensuring smooth information flow

* Track team goals, metrics, and performance indicators for AVP reporting

* Support onboarding of new development staff with orientation materials and coordination

* Coordinate team professional development activities and training sessions

* Maintain team calendars, tracking major solicitations, proposals in progress, and key milestones

Database & Reporting Support

* Maintain accurate records of AVP's donor interactions, proposals, and cultivation activities in advancement database

* Generate reports on AVP's portfolio activity, pipeline progress, and fundraising metrics

* Track proposal submissions, pending asks, and expected closures for AVP's portfolio and team

* Assist gift officers with data entry and expense reporting

* Coordinate with Advancement Operations on data requests, portfolio assignments, and reporting needs

* Ensure data quality and completeness for revenue generation area

* Support campaign tracking and reporting for revenue generation functions

Project & Meeting Coordination

* Coordinate divisional and cross-functional meetings involving revenue generation staff

* Support special projects and…