Coordinator, Advancement Services

Coordinator, Advancement Services

Reports to: Director of Advancement and University Relations

Job Status: Non-exempt

Position Summary:

The Coordinator, Advancement Services supports the Advancement team by maintaining donor records, processing gifts, and assisting with communications and reporting. This role plays an important part in ensuring data accuracy, generating reports and mailing lists, preparing donor correspondence, and supporting online forms and event tools. The Coordinator also helps with general office operations, responds to donor inquiries, and provides guidance to student workers. Ideal candidates are detail-oriented, tech-savvy, and comfortable working both independently and as part of a team in a fast-paced, mission-driven environment.

Job Responsibilities:

Prospect Research and Reporting

• Help gather background information on donors and prospects using internal tools and public sources.
• Write short summaries and reports to support the Advancement team.
• Work with the Director to prepare basic reports and research materials.
• Keep donor information accurate and confidential.

Gift and Data Processing Support

• Assist with entering gifts, pledges, and contact updates into the database (Banner/CRM Advance) and Transaction Log.
• Upload supporting documents to SharePoint folders.
• Double-check gift information for accuracy.
• Add appropriate coding to gifts (e.g., gift type or purpose) using provided guidelines.

Mailings, Lists, and Document Production

• Help prepare printed mailings like letters and event invitations.
• Format and proof donor letters and reports for review.
• Run basic reports and mailing lists from Banner or Argos as needed.

Online and Email Forms Support

• Support updates to online donation pages and event forms in Anthology/Encompass.
• Help format newsletters and emails using templates.

Office Operations and Filing

• Keep paper and digital files organized for gift records and donor letters.
• Help with supply orders and keeping inventory updated.
• Organize past reports and communications for future use.

Administrative and Donor Support

• Answer basic donor emails or calls and send more complex questions to the Assistant Director or Director.
• Check and sort emails sent to the Advancement inbox.
• Help schedule meetings or create Zoom/RingCentral links when needed.

Student Worker Support

• Help train student workers as assigned by the Assistant Director.
• Support daily task tracking and projects for student workers.

Other responsibilities as needed.

Education and/or Experience:

• Bachelor’s degree or 2-4 years of development, donor services, advancement operations, or financial/data entry roles.
• Excellent writing and communication skills, including document formatting and basic editing
• Experience working with Ellucian Banner Advancement or similar CRM experience preferred.
• Demonstrated ability to gather, organize, and summarize research findings or donor data; experience with prospect research tools a plus.
• Proficiency in Microsoft OneDrive/Outlook/Word/Excel required.
• Prior work in a higher education or nonprofit environment preferred.

Knowledge, Skills, and Abilities:

The candidate must be able to:

• Work independently and with moderate supervision while completing detail-intensive and process-driven tasks.
• Demonstrate excellent written and verbal communication skills, including the ability to summarize data and draft reports or donor summaries.
• Demonstrate proficiency with Microsoft Office Suite, including Excel for data formatting and Word for document templates and mail merges.
• Operate with high accuracy in data entry, proofreading, and file management.
• Exhibit strong interpersonal skills and the ability to coordinate with peers, student workers, and supervisors in a team-based environment.
• Learn and apply institutional policies, tools, and workflows related to Advancement Services and data stewardship.
• Manage multiple priorities and deadlines while maintaining organized digital and physical files.
• Exercise sound judgment when handling confidential donor and financial information.
• Show initiative in troubleshooting minor issues independently and knowing when to escalate more complex problems.

Additional Information: