Administrative Coord

Administrative Coordinator

The Administrative Coordinator provides data-centered operational and administrative support to the Associate Vice President of Advancement, with approximately 70% of the role dedicated to maintaining accurate constituent, gift, prospect, event, and stewardship records in Raiser's Edge NXT and related systems; processing and acknowledging gifts; reconciling data with Finance; and producing reports and lists. The remaining responsibilities include supporting donor stewardship, fundraising communications, events, committee coordination, and other advancement activities.

The Coordinator regularly interacts with donors, Board members, staff, volunteers, business partners, and community members and must handle confidential donor and financial information with accuracy, discretion, sound judgment, and exceptional customer service. This position has no direct reports.

Schedule:

Monday-Friday 9am-5pm

Essential Duties of Administrative Coordinator:

• Maintains constituent, donor, prospect, and organizational records in Raiser's Edge NXT, ensuring accuracy, completeness, consistency, and compliance with established data standards and confidentiality requirements.
• Maintains prospect and relationship data, communication preferences, biographical information, and related records to support fundraising, stewardship, and engagement activities.
• Processes and records gifts and related transactions in accordance with institutional policies and gift acceptance procedures, ensuring accurate documentation, acknowledgment, coding, and recordkeeping.
• Supports gift reconciliation activities in partnership with Finance by preparing batches, reviewing transactions, resolving discrepancies, and maintaining accurate financial and donor records.
• Conducts ongoing data quality and database maintenance activities, including record review, standardization, duplicate management, data imports and exports, and implementation of approved data governance practices.
• Maintains departmental procedures, data standards, and supporting documentation while identifying opportunities to improve data quality, efficiency, and business processes.
• Develops, validates, and distributes reports, queries, dashboards, lists, and data extracts that support fundraising, stewardship, events, leadership decision-making, board reporting, and financial operations
• Supports prospect research, moves management, and advancement operations activities through the maintenance of prospect records, documentation of research findings, and coordination of advancement-related data and reporting needs.
• Maintains a reliable, accurate, and secure advancement database that supports relationship management, fundraising operations, financial accountability, strategic decision-making, and donor stewardship efforts across the institution.
• Supports donor stewardship and fundraising operations through the preparation of donor and prospect lists, briefing materials, acknowledgments, pledge reminders, recognition tracking, and other donor engagement activities.
• Coordinates donor and prospect interactions by scheduling meetings and visits, preparing supporting materials, tracking commitments, and documenting outcomes and follow-up activities in Raiser's Edge NXT.
• Supports fundraising events, cultivation activities, and sponsorship initiatives through the coordination of registrations, guest and sponsor records, event logistics, attendance tracking, and post-event follow-up.
• Maintains campaign, appeal, grant, corporate partnership, and sponsorship records, ensuring accurate documentation, status tracking, deadlines, and supporting information.
• Collaborates with Communications and other institutional partners to ensure donor, mailing, email, event, and recognition data are accurate, consistent, and aligned with constituent preferences and organizational standards.
• Ensures advancement initiatives, stewardship activities, fundraising events, and donor communications are supported by accurate information, effective coordination, timely follow-up, and a positive donor experience.
• Provides administrative, scheduling, and logistical support to the Associate Vice President of Advancement, including coordination of meetings, preparation of materials, documentation of discussions and decisions, and tracking of action items and follow-up activities.
• Supports Institutional Advancement Committee, Board advancement activities, and other assigned meetings and events by coordinating logistics, preparing materials and reports, documenting proceedings as requested, and monitoring follow-through on agreed actions.
• Works collaboratively with Finance, Communications, the Executive Office, Programs, administrative staff, and external vendors to support advancement initiatives and organizational priorities; provides limited backup support for essential administrative functions as assigned.
• Participates in advancement events and special projects, including occasional early-morning, evening, or weekend…