Alverno College
Non-Exempt Position Description

Position Title: Advancement Officer Coordinator Date: March 2024
Department: Advancement Status: Full-time, 12 month
Reports To: Director of Annual and Alumnae Giving

Primary Function: Provides administrative support to the Vice President for Advancement as well
as general office support including areas of major gifts, campaign, annual giving,
event planning and data management while providing excellent customer service
for all Advancement constituents – alumnae, volunteers, benefactors, parents
and friends of Alverno.

Principal Responsibilities

1. Office Administration
a. Supports the Vice President for Advancement

i. Calendar appointments
ii. Prepares materials/itineraries for travel and internal/external meetings.

b. Maintain a professional, organized, and efficient office environment.
i. Performs monthly credit card statement audits for department.
ii. Track the budget for advancement/alumnae relations.
iii. Manages inventory for office supplies.
iv. Ensures paper mailing supplies are in stock.
v. Coordinate external vendors for services.

c. Prepares agenda for Department team meetings.
d. Takes notes for annual fund and gift officer meetings.

2. Special Events (Advancement, Engagement and Alumnae Events)

a. Collaborate in creating, implementing, and evaluating alumnae events.
i. Provide research and recommendations for event ideas.
ii. Specific event support

b. Create timelines and manages task lists for alumnae and advancement events.
i. Secure contracts for venue, catering, speakers, technology, etc.
ii. Manage payments for all services with finance.
iii. Orders supplies and plans menus.
iv. Coordinates nametags, check-in lists, and tracking of attendees.
v. Coordinates marketing with Advancement Communication Director
vi. including invitations, website, and emails.

c. Attend alumnae and development events. Events primarily take place on
i. nights and weekends.
ii. Prepares name tags and check-in lists.
iii. Provides on-site event management.
iv. Runs check-in table or assigns staff/volunteers to this role.

3. Develop strong relationships throughout the college, specifically with student activities, catering,
and events as they relate to on campus events.

4. Advancement Support

a. Technical support management
i. Email set up and distribution.
ii. Newsletter set up and distribution.
iii. Giving challenge platform set up and support.
iv. Text messaging set up, distribution, and maintenance.

b. Provides support to Director of Annual and Alumnae Giving

5. Operations Support
a. Review obituaries and inform College of notable deaths.
b. Import and export of data to reconcile records.
c. Responsible for data integrity by updating and correcting records, completing address

changes, degree recipient processing.
d. Reviews Google Alerts, enters CREMS, inform appropriate staff of major updates.
e. Data Entry

i. Update member records (addresses, phones, emails, employment, names, etc.)
ii. Enter and track event attendees and alumnae volunteers.
iii. Maintain department events calendar.
iv. Enter Class notes and pull for magazine.

f. Provide backup support for list needs- PCEX, SLED, DDADEMO
g. Grants management- DPI and GMF (student application processing and submission,

student scholarship form processing and submission)
h. Gift processor support- thank you letter merging and mailing.
i. Digital filing of current gifts and creation of electronic records from FY15 to present.
j. Provides support of annual student scholarship recipient stewardship process including

tracking recipients, outreach, collection and formatting of student responses and creation
of digital and print activity reports for distribution

6. Participate in department meetings, committees, and official College functions when appropriate.

7. Comply with safety procedures and maintain clean and orderly work areas.

8. Perform other tasks as necessary to support the mission of the College.

Qualifications
1. Bachelor’s degree preferred. High school diploma or equivalent is required.

2. Prior leadership experience and/ or supervision of student workers is desired.

3. Prior experience in either fundraising and/or an administrative environment is a plus. Combination
of experience and education should provide the necessary knowledge, skills, and ability to:

a. work on a team, develop positive work relationships, and interact effectively with a variety
of audiences internally and externally.

b. provide excellent customer service and communicate and respond to both internal and
external customers professionally and in a timely manner.

c. project a professional and competent demeanor in person, on-line and by phone.

d. demonstrate strong organizational ability and have the ability to present information
concisely and effectively, both verbally and in writing

4. Ability to handle confidential materials and information in a professional manner.

5. Requires basic math skills and demonstrated accuracy with figures.

6. Working knowledge of Microsoft Office, especially Word, Excel; familiarity with database systems
desired but not required.

7. Requires willingness and ability to work evening hours to staff weekends for events as needed.

8. Requires valid driver’s license with a driving record that meets the qualifications of an Alverno driver.

9. Requires the ability to freely move throughout the facility and grounds. The employee is frequently
required to sit. Must be able to talk and hear. Must have the ability to frequently lift and/or move up
to 10 pounds and occasionally lift and/or move up to 35 pounds. Specific vision abilities required by
this job include close vision and color vision.

Working Conditions
General office environment.

How to Apply

Apply on-line at https://www.alverno.edu/jobs/apply/login.php

You may attach your cover letter and resume to the on-line application

Alverno College is an Equal Opportunity Employer and committed to workplace diversity