Advancement Admin and Welcome Center Coordinator

SUPERVISORY FUNCTIONS:

Student Receptionist Team.

EQUIPMENT/JOB LOCATION:

Work primarily from an office close to the Wiggins Welcome Center at Crown College, with regular interaction and collaboration with the Advancement Office and other campus departments. Equipment used includes, but is not limited to, telephone, personal computer and required programs, printer, walkie radio, and other equipment as the position requires.

ESSENTIAL FUNCTIONS OF THE JOB:

Advancement Administrative Support

• Provide primary administrative support to the Vice President for Advancement, including managing scheduling, coordinating meetings and appointments, preparing materials, and ensuring appropriate follow-up.

• Maintain and coordinate the annual Advancement calendar, including donor activities, campaigns, events, communications, travel, institutional priorities, and key deadlines; lead preparation of the coming year’s calendar each summer.

• Coordinate donor and constituent meetings and visits, including scheduling, internal communication, meeting preparation, hospitality, materials, and follow-up.

• Support the planning and execution of Advancement events, campaigns, communications, and special initiatives, including donor and alumni activities, mailings, correspondence, reports, and other constituent-engagement efforts.

• Coordinate Advancement office processes, projects, and workflow, helping ensure that priorities, commitments, deadlines, records, and administrative needs are organized and completed in a timely manner. Support gift administration and receipting, including gift entry/importing, reconciliation, acknowledgments, year-end giving statements, and coordination with Finance as appropriate.

• Maintain accurate and timely donor and constituent information in Virtuous, Jenzabar, and other College systems, including data updates, record maintenance, files, documentation, and information integrity.

• Handle confidential donor, financial, and constituent information with accuracy and discretion while providing additional administrative support to Advancement staff and projects as priorities and needs arise.

Welcome Center Coordination

• Provide leadership and oversight for the Wiggins Welcome Center, ensuring that it consistently provides a warm, professional, hospitable, and helpful first impression of Crown College for prospective students and families, donors, alumni, employees, vendors, and other guests.

• Recruit, hire, train, schedule, coach, and supervise a dependable Student Receptionist Team, establishing clear expectations and ensuring consistent coverage of the Welcome Desk during designated hours.

• Develop and maintain Welcome Center procedures, training, and resources that equip receptionists to answer questions, assist visitors, notify employees of guest arrivals, direct calls and inquiries, and respond appropriately to common and unexpected situations.

• Coordinate reliable Welcome Center coverage, including developing trained employee backup support and personally providing reception coverage when necessary for staffing gaps, peak periods, significant guests, or unusual circumstances.

• Provide particular attention and hospitality to important and expected guests, including donors, alumni, Board members, prospective students and families, community partners, and other College guests, coordinating their arrival with appropriate offices and employees.

• Maintain the appearance, readiness, and effectiveness of the Welcome Center, including signage, informational materials, supplies, guest resources, and the physical environment; identify needs and coordinate work orders or improvements with appropriate departments.

• Oversee Welcome Center-related visitor access and safety procedures, including guest check-in, designated building access and entrances, visitor parking, security/entry systems, and established opening and closing procedures in coordination with Facilities and Safety & Security.

• Serve as the primary campus liaison for Welcome Center operations, collaborating with the President’s Office, Admissions, Student Development, Advancement, Human Resources, Finance, Facilities, Safety & Security, and other departments to support institutional events, guest check-in, accurate campus information, and other reception-related needs.

Professional Representation

• Represent Crown College in a manner consistent with its mission, values, Statement of Faith, and Community Covenant.

• Create an environment of warmth, hospitality, professionalism, and service for all who interact with Crown College.

• Present a professional and appropriate personal appearance in keeping with scheduled campus events and the Crown College Employee Handbook.

• Demonstrate sound judgment, discretion, and professionalism when interacting with students, employees, prospective students, families, donors, alumni, guests, and members of the public.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Agreement with the Crown College Statement of Faith and Community Covenant.

• Ability to supervise, train, coach, and provide direction to student employees.

• Ability to create and maintain a welcoming, professional, and hospitable environment.

• Strong interpersonal and customer service skills.

• Excellent verbal and written communication skills.

• Ability to remain organized, accurate, and detail-oriented in a fast-paced environment with multiple competing priorities.

• Ability to coordinate schedules and manage multiple responsibilities and deadlines.

• Ability to collaborate effectively with Advancement and other offices across the institution.

• Ability to exercise sound judgment and maintain confidentiality when handling donor, student, employee, and other sensitive information.

• Ability to gain proficiency in Microsoft Office products and ability to learn and utilize J1, Perceptive, Virtuous, and other College systems.

• Ability to represent Crown College professionally with donors, alumni, prospective students, families, employees, guests, and community members.

PHYSICAL DEMANDS:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Sit for extended periods of time.

• To have hand and arm (or equivalent) dexterity adequate to allow for extensive use of a keyboard for data entry.

• To talk and hear with enough proficiency to allow for communicating with co-workers and applicants by phone or in person. 

• To have adequate vision to accommodate frequent viewing of computer screens.

• The employee must frequently lift and/or move up to ten (10) pounds and infrequently lift or move up to 25 pounds.

MINIMUM QUALIFICATIONS:

• Office experience

• Customer Service Experience

PREFERRED QUALIFICATIONS (in addition to the above minimum qualifications):

• Associates Degree or higher.

• Office management and supervisory experience

• Work in Advancement, CRM, or constituent relations

• Work in Higher Education

Benefits

Crown College offers a generous and comprehensive benefits package for full-time staff and faculty, designed to support the health, well-being, and financial future of our employees. Benefits include medical coverage through Medica, dental coverage through Delta Dental, and vision coverage through EyeMed. Employees also receive employer-paid basic life insurance equal to one times their annual salary, subject to policy limits, with optional voluntary benefits including supplemental life insurance, hospital indemnity, critical illness, and short-term disability coverage. A Health Savings Account (HSA) is available for employees enrolled in the high-deductible health plan.

In addition to competitive benefits, Crown offers generous paid vacation, sick leave, and holiday pay, along with a 403(b) retirement plan that includes an employer contribution.

Education Tuition Benefit: Crown offers full-time employees a generous tuition benefit of 100% tuition for employees, their spouses and children, subject to handbook guidelines.

 Non-Discrimination Policy

Crown College will not discriminate against or harass any employee or applicant for employment because of race, color, national origin, sex, disability, age, or status regarding public assistance.

(The examples given above are intended only as illustrations of various types of work performed and are not necessarily all-inclusive.  This position description is subject to change as the needs of the employer and requirements of the position change.  Crown College reserves the right to change and/or eliminate all job duties as determined necessary.)