Administrative Coordinator, Advancement Operations

Department

ADV Financial Operations and Administration

About the Department

The Advancement Office engages alumni (~220k), current students, parents and friends of the University through intellectual, professional and social activities on campus, around the world and online. Advancement raises $600 Million annually to support faculty and researchers, practitioners and patients, and students and programs across the University. Our work supports priorities in every division, school, department, and institute.

The Advancement Operations department builds and sustains the infrastructure essential for Advancement at the University, with a focus on people, systems, and data. As a dynamic and forward-thinking enterprise, the department champions innovation and excellence while fostering a world-class team committed to advancing the University's mission. The department comprises several specialized teams: Strategic Planning and Campaign, Gift Management, Analytics and Technology Solutions, Prospect Development and Decision Support, Financial Operations and Administration, and People and Culture. Together, these teams work collaboratively to ensure the success and continued growth of the University's fundraising and engagement efforts.

The Financial Operations and Facilities team is responsible for managing the finances and physical infrastructure of ARD. This team oversees budgeting, financial reporting, unit forecasting, procurement, and facilities management. This team plays a critical role in ensuring the efficient use of resources and maintaining a safe and functional work environment.

Job Summary

This role provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.

Responsibilities

• Assists in the day-to-day management of the Advancement Operations department by resolving operational challenges and implementing solutions in collaboration with the Director, Financial and Administrative Services.
• Works closely with Advancement Operations budget managers and Financial Operations to assist with budget monitoring and financial processing, including budget preparation, reporting and monitoring; submitting vendor contracts; maintaining  contract repositories; processing expense reports for department senior leadership; and managing accounts receivable and payable functions.  
• Partners with department hiring managers and Advancement Human Resources to facilitate the hiring process by ensuring timely submission of required documentation, advancing candidates through the recruitment cycle, and coordinating interview scheduling.  
• Assists in the development and implementation of administrative policies under the direction of the Director, Financial and Administrative Services. Maintains policy repositories and ensures staff training and compliance with Advancement and University policies and procedures.
• Serves as a backup to the Executive Assistant to the Senior Associate Vice President for Advancement Operations, assisting with calendar management and other administrative responsibilities as needed.
• Seeks opportunities for professional development that will enhance job performance including attending webinars, seminars, building networks within the University and with colleagues at peer institutions.
• May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a relat