Job DescriptionThe Philanthropy Coordinator supports the Alumni, Engagement and Philanthropy (AEP) division by performing a variety of administrative, gift processing, data management, and donor stewardship functions. Under the supervision of the Chief of Staff of AEP Operations, this position plays a key role in ensuring accurate gift entry, donor communication, and data integrity for the University and Foundation.
Key ResponsibilitiesGift Processing & Compliance- Assist with daily donation processing, including gift entry, donor research, and verification of fund information and supporting documentation.
- Maintain up-to-date knowledge of IRS and CASE gift policies and best practices and serve as a division resource on these standards.
- Generate, merge, edit, and print tax receipts, memorial/honorarium notifications, and year-end tax statements.
- Manage matching gift workflows, including retrieving documentation from company portals and updating records in Raiser's Edge.
- Pledge management: process, track, and mail pledge reminders; manage pledge verification and updating; manage pledge write-offs and notifications.
- Track, reconcile, and report deposits and clearing account adjustments.
Data & Reporting- Create, research, update, and maintain donor records in Raiser's Edge.
- Oversee reconciliation processes and assist with database cleanup.
- Provide weekly, monthly, and ad hoc giving reports to campus departments, including stewardship and membership tracking information.
- Support alumni and annual giving teams with payroll deduction verification and reporting.
- Provide account balances and fund details to departments as requested.
Administrative & Operational Support- Provide administrative support to Chief of Staff, Development Officers, Associate Vice President, the Vice President, and APSU Foundation as needed.
- Assist in monitoring and tracking budgets.
- Assist with vendor tracking, invoice management including required documentation for technology security and university procurement.
- Support fundraising, stewardship, and event mailings.
- Manage inventory, maintenance, and ordering of office supplies and selected logo items.
- Assist with onboarding new employees within the division.
- Serve as the building coordinator to include tracking and entering office work orders
- Answer main phone line, greet guests, and support general office communications including scheduling, agenda preparation, and meeting minutes.
Leadership & Oversight- Provide leadership in applying IRS and CASE gift policies and best practices for the division.
- Manage pledge processes and systems, including reminders, gift updates, and mailings.
- Manage gift invoice entry and tracking.
- Oversee reconciliation and adjustments in Raiser's Edge and assist with database clean-up.
- Oversee fundraising notification processes and distribution of giving and stewardship reports.
- Guide and supervise student workers.
- Attend and assist with university events as needed.
- Perform other job-related duties as assigned.
Key Competencies:- Proficiency with computers and related software (Outlook, Word, Excel) and experience with CRM databases.
- Strong verbal and written communication skills.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Ability to work effectively with diverse populations, university personnel, and the public.
- Strong organizational skills with the ability to manage multiple tasks, problem solve, and maintain accurate files (physical and digital).
- Ability to prepare accurate records and reports.
- Ability to work occasional evenings and weekends as needed.
Minimum Qualifications:- High school graduate or equivalent.
- Minimum of three (3) years of office experience.
- High level of computer literacy.
- Ability to work some evenings and weekends during peak periods.
About UsAustin Peay State University is a four-year public, doctoral-level university, with six colleges and four Chairs of Excellence. The University has an enrollment of over 11,000 students and is located in Clarksville, Tennessee, a community of an estimated 150,287 people located approximately 40 miles northwest of Nashville, TN.
Austin Peay State University is a proud supporter of hiring veterans. We hire veterans with equivalent experiences and pay grades from their military service, rather than requiring or preferring only college degrees. Please visit our website for more information on how veterans can qualify for additional employment opportunities at APSU:
https://www.apsu.edu/human-resources/hiring-veterans/.
Austin Peay State University (APSU) prohibits discrimination in all employment, programs, and activities based on race, color, religion, national origin, sex (including pregnancy), disability, age, veteran status, genetic information, or any other legally protected status. For Title IX inquiries or complaints, contact: Chief of Institutional Culture & Title IX Coordinator, LaNeeça R. Williams at
williamslr@apsu.edu | 931-221-7690, Browning Building, Room 140, Clarksville, TN 37044. For other non-discrimination concerns, contact: Director of Institutional Culture & Title VI & Title VII Coordinator, Dr. Jo Baldwin at baldwinjapsu.edu | 931-221-7178 or Associate Director of Accessibility Compliance & ADA/504 Coordinator, Jayme Glover at
gloverj@apsu.edu | 931-221-7160. View APSU's full nondiscrimination policy at Policy 6:001.
