Job Location: Oglethorpe University - Atlanta, GA
Position Type: Full-Time Staff
Education Level
Bachelor's
Description
The Advancement Coordinator reporting to the Vice President for Advancement is responsible for providing a broad range of day-to-day administrative support as well as project management to Oglethorpe's Advancement Office. The Coordinator works directly with all staff within Advancement as well as with external constituents, including alumni, donors, and friends. In addition to the primary role, the Coordinator will be cross-trained in the following areas and expected to provide support as needed: special events, donor stewardship, grants management, and volunteer management. The role represents an excellent opportunity for exposure to the many facets of development work in a supportive yet fast-paced environment. This is an in-person role requiring 5 days in the office.
PRIMARY RESPONSIBILITIES
- Perform administrative duties for the Vice President, including scheduling, preparing reports and agendas, conducting research, submitting expense reports, and managing internal projects.
- Assist with the VP's travel and purchase requests, reconciling associated expenses, and advancing any of the VP's reimbursement requests to Accounts Payable in a timely fashion.
- Helps collect and organize content for internal and external Advancement reports, presentations, and donor proposals.
- Prepares internal and external correspondence, including preparing gift acknowledgement letters and personal correspondence.
- Supports the Vice President by composing and maintaining documents, such as biographical profiles, proposal narratives, and other materials using style, grammar and content appropriate to specific audiences while adhering to University standards of discretion and confidentiality.
- Supports the Vice President and other Advancement staff in their work with various volunteer groups and boards; helps prepare and maintain meeting materials as needed.
- Approaches daily tasks with a stewardship mindset-always focusing on giving constituents the best experience possible when interacting with Oglethorpe.
- Assists in a variety of fundraising and special events activities as needed, including scheduling donor visits which may occasionally involve coordinating out-of-town travel; responding to inquiries; entering contact reports; preparing lists and mailings; helping with pre-event preparations and day-of event functions; and other tasks as needed.
- Maintains discretion and confidentiality in all relationships.
- Assists the Vice President in preparation for the Advancement Committee meeting of the Board of Trustees and is available to record Committee minutes, as needed.
- Assists, as needed, as donors reach out to Advancement to make their financial gifts to Oglethorpe. This may include helping donors locate the necessary forms for items such as pledges or stock transfers, accepting checks donors hand deliver to Advancement and handing them off to Finance and Operations in a timely way, helping respond to and answer donor and alumni questions, etc.
- Cross-trained on gift processing, data entry, and accounting tasks to provide support as needed while helping maintain all necessary internal controls.
- Tracks and orders office supplies and maintains supply storage areas.
- Implements office procedures as requested by the Vice President.
- Provides advancement and fundraising support using Raiser's Edge or similar fundraising and development CRM software.
- Establishes and maintains effective interpersonal relationships with staff, students, university personnel, and external constituents.
- Organizes, attends, and follows up on various administrative meetings and assumes responsibility for dissemination of materials and recording of meetings.
- Other duties as assigned.
Qualifications
KNOWLEDGE, SKILLS AND ABILITIES
- Bachelor's Degree from an accredited college or university with office or administrative experience preferred.
- Minimum of two-three years supporting at the executive level is required, or relevant experience in higher education or in nonprofit fundraising.
- Familiarity using a database preferred.
- Working knowledge of fundraising, donor relations and public relations concepts, principles, procedures and techniques. Experience using Raiser's Edge preferred.
- Strong computer skills and comfort with technology. Experience working with a Microsoft Office suite of products, including Excel. Ability to download and export information between systems. Proficiency with Microsoft Teams, Zoom, and other remote meeting technologies
- Excellent oral and interpersonal skills
- Strong writing, editing, and proofreading skills. Ability to research, compile, analyze, and summarize data for projects, reports, meetings, and memos as assigned by the Vice President.
- Demonstrated resourcefulness and ability to work independently, prioritize work, and independently manage multiple, diverse and competing priorities while meeting deadlines.
- Strong project management skills and problem-solving skills and demonstrated ability to work in a demanding environment.
- Ability to recall, recognize, and communicate interrelated information pertaining to University benefactors and prospects.
- Positive attitude and professional, donor-facing demeanor.
- Proven ability to handle confidential information with discretion and deliver the highest level of client service and response.
