Advancement Services & Stewardship Coordinator

Job Title: Advancement Services & Stewardship Coordinator

Status: Full-time, 40 hours per week
Reports To: Vice President for University Advancement
Location: On-campus position with some required evening/weekend events

Position Summary

The Advancement Services & Stewardship Coordinator provides critical administrative, data, and stewardship support to the Office of Institutional Advancement. This role ensures accurate gift and pledge processing, manages donor and event data, supports scholarship and endowment administration, assists with event logistics, and facilitates donor stewardship communications. The Coordinator ensures that advancement operations run smoothly and that donors experience timely, accurate, and meaningful engagement with the institution.

Primary Responsibilities

Data & Reporting

• Process gifts, pledges, recurring contributions, and donor record updates in the advancement database.

• Manage donor data integrity, including regular audits and updates.

• Pull and prepare mailing lists, contact lists, event lists, and segmentation reports as needed.

• Assist with building dashboards or standardized reports for leadership and development officers.

Stewardship & Donor Care

• Manage stewardship lists and assign donor contact follow-ups to development officers.

• Ensure timely stewardship touchpoints including thank-you letters, acknowledgment packets, and recognition tracking.

• Manage recurring donor records, communications, and retention processes.

Event & Administrative Support

• Assist with planning, coordinating, and executing advancement events including donor receptions, scholarship dinners, and campus gatherings.

• Support event logistics, invitations, RSVP tracking, name badges, seating charts, and event-day operations.

• Serve as a professional administrative presence for donors, alumni, and campus partners.

• Coordinate internal meeting scheduling, agendas, and documentation.

Scholarship & Endowment Management

• Maintain accurate records for endowed and annual scholarships.

• Track scholarship agreements, stewardship reports, donor profiles, and student recipient data.

• Assist with producing scholarship reports and ensuring donor commitments are honored.

• Work with Financial Aid and academic departments to match recipients with scholarship criteria.

Pledge & Gift Management

• Enter, monitor, and manage pledge schedules, reminder notifications, and fulfillment tracking.

• Ensure pledge agreements are documented and filed according to institutional standards.

• Support reconciliation with Finance on gift batches and pledge balances.

Qualifications & Requirements

Education & Experience

• Experience in advancement, nonprofit administration, data services, or office administration preferred.

Technical Skills

• Experience with CRM or advancement databases (Raiser's Edge, Jenzabar, Salesforce, Blackbaud, or similar).

• Proficiency in Microsoft Excel, Word, and Outlook.

• Ability to build reports, queries, and lists with accuracy and attention to detail.

Professional Competencies

• Excellent attention to detail and commitment to data accuracy.

• Strong organizational skills and ability to manage multiple deadlines.

• Strong interpersonal skills and donor-centered mindset.

• Ability to maintain confidentiality with donor and financial information.

• Comfort working independently and collaboratively in a fast-paced environment.