Job Description
Maryville University is seeking an organized, proactive, and detail-oriented Administrative Coordinator to provide shared support for the Development and Alumni Relations (DAR) and Strategic Marketing and Communications (SMC) teams. This dual-facing role supports the Vice President of DAR and the Executive Director of SMC by managing scheduling, project coordination, internal communications, and department operations.
The Coordinator plays a vital role in donor and alumni engagement by supporting personalized communications, assisting with event planning, and ensuring timely follow-up that strengthens key relationships. Additionally, the Coordinator manages internal marketing requests and intake workflows for the SMC team and serves as a liaison between departments to ensure alignment and efficient execution of projects. This is a dynamic, fast-paced position ideal for someone who thrives in a collaborative environment and can navigate competing priorities with professionalism and discretion.
Key Responsibilities Administrative Support (General) - Provide high-level administrative assistance to the VP of DAR and Executive Director of SMC, including calendar management, meeting coordination,
- Prepare correspondence, reports, presentations, and other documents as needed.
- Manage expense reports, procurement requests, and track departmental budgets.
- Maintain digital and physical filing systems.
- Respond to inquiries and act as a professional liaison internally and externally.
Development and Alumni Relations (DAR) Operations - Assist with compiling and analyzing data related to alumni engagement and fundraising activities.
- Schedule and coordinate DAR meetings and retreats; draft agendas, take minutes, and track follow-ups.
- Act as liaison to the President's Office for DAR-related events and communications.
- Support event planning and logistics for alumni and donor engagements.
- Maintain the DAR master calendar and help manage donor and alumni outreach schedules.
- Support stewardship communications such as thank-you notes, invitations, and reports.
- Assist with data entry, report generation, and CRM coordination as needed.
- Regularly notify the VP of possible gaps in staff, outreach, and platforms which will enhance DAR and university outcomes and goals.
- Support digital outreach efforts, such as website updates and email communications.
Strategic Marketing and Communications (SMC) Operations - Serve as traffic manager for the SMC team: manage intake forms, assign jobs, monitor progress, and update stakeholders on status.
- Maintain a communications master calendar and support coordination of campaigns and digital projects.
- Assist with basic editing, proofreading, and content collection for marketing initiatives.
- Coordinate updates to marketing webpages and ensure alignment with university branding.
Cross-Functional Coordination & Supervision Support - Serve as the primary contact for interns and work-study students supporting DAR and SMC; oversee onboarding, scheduling, and assignments.
- Foster collaboration across departments such as Student Success, Student Life, and Enrollment.
- Track project timelines, identify gaps or resource needs, and help escalate issues when necessary.
Qualifications and Skills - Bachelor's degree preferred; emphasis in Communications, Marketing, Business, or Nonprofit Management is a plus.
- 3+ years of relevant experience in an administrative or project coordination role, preferably in higher education or non-profit sectors.
- Exceptional organizational, written, and verbal communication skills.
- Ability to work independently, managing multiple priorities and deadlines in a fast-paced environment.
- Discretion and professionalism in handling confidential information.
- Strong interpersonal and customer service skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Slack, Asana, etc.).
- Experience with CRM systems or alumni/donor databases a plus (e.g., Affiniquest).
Work Environment & Schedule - Occasional evening or weekend support for special events may be required.
- Collaborative office setting with cross-departmental coordination.
