What are the responsibilities and job description for the Development Coordinator / Administrative Assistant III position at Indian River State College and Careers?
Job Description
Join the Indian River State College Team – Exceptional Benefits Await You!
At Indian River State College, you’ll do more than just build a career—you’ll have the opportunity to make a meaningful impact by supporting our students, staff, and faculty. In return, we offer a comprehensive benefits package designed to promote your well-being, secure your future, and enhance your work-life balance.
Comprehensive Health Coverage
We prioritize your health with Medical, Dental, Vision, Flexible Spending Plans, Employee Assistance Program (EAP), Life insurance and Supplemental plans to help you stay physically and mentally well with access to essential wellness resources.
We offer PPO and HMO plans with an affordable cost. (PPO/HMO option with $50 per month for individual coverage and $180 per month for family coverage)
Retirement Plans for a Secure Future
Plan for a bright future with our robust retirement options, rarely matched in the private sector. Secure your financial future with state retirement options through the Florida Retirement System (FRS) and additional investment opportunities like tax-deferred annuities and Roth 403(b) plans.
Generous Paid Time Off
Enjoy a healthy work-life balance with ample vacation, personal, and sick leave. Recharge and return to work refreshed and motivated.
Employee Discounts: Enjoy exclusive discounts on various services, including tickets to popular attractions in the area.
Professional Growth Opportunities
Build your career with purpose by engaging in meaningful projects and professional development opportunities. Indian River State College provides the tools and support needed to help you reach your full potential.
Join the Indian River State College Foundation as a Development Coordinator/Administrative Assistant III and play a key role in supporting our fundraising and donor engagement efforts! In this dynamic dual-capacity role, you’ll help manage day-to-day development operations, maintain accurate donor records, and provide executive support to the Vice President of Institutional Advancement. You’ll work closely with a collaborative team, contribute to strategic initiatives, and help create meaningful connections with our donors.
Be part of a mission-driven team that makes a difference in our community. This role offers growth opportunities, collaborative work, and a chance to contribute directly to the success of Indian River State College Foundation’s fundraising initiatives.
JOB SUMMARY:
Under direct supervision, this position provides operational and high-level administrative support to the IRSC Foundation’s fundraising and development efforts. Serving in a dual-capacity role, the Development Coordinator oversees day-to-day coordination of the development team’s activities—including donor stewardship, campaign support, and CRM data integrity—while also providing executive-level assistance to the Vice President of Institutional Advancement. Key responsibilities include ensuring the efficiency of fundraising operations, supporting strategic initiatives, and contributing to the overall success of donor engagement efforts. Collaborates closely with team members, senior leadership, and external stakeholders, exercising sound judgment and discretion in handling confidential and time-sensitive matters.
SPECIFIC DUTIES AND RESPONSIBILITIES:
Development Operations & Team Support
CRM & Data Management Support
- Collaborate with the Database Manager to maintain accurate and up-to date door records within the CRM system.
- Enter charitable contributions, pledges, and matching gifts promptly and accurately, coordinating with both the database manager and the business office.
- Ensure all gifts are properly coded by fund, campaign, appeal, and gift type in alignment with Foundation procedures.
- Generate and send donor receipt and acknowledgment letters within 48 hours of gift entry, including personalized messages for major gifts and special campaigns.
- Maintain organized digital and physical records of donations and correspondence to support audit readiness and donor stewardship.
- Review daily gift reports to verify accuracy and identify any discrepancies for immediate resolution.
- Collaborate with development directors ensure personalize thank-you letters and ensure timely follow-up communications.
- Prepare mailing lists, reports, and dashboards for campaigns and appeals.
- Team Support & Office Coordination
- Coordinate calendars, meeting logistics, and travel arrangements for development directors as needed
- Prepare and distribute meeting agendas, minutes, and supporting materials to ensure effective team communication
- Assist with the planning and execution of donor events, luncheons, and Foundation programs providing logistical and administrative support.
- Maintain office supplies, shared files, and team project tracking systems.
Executive Support
Administrative Support to the Vice President
- Manage the calendar, scheduling meetings with donors, board members, and key stakeholders.
- Coordinate meeting logistics, follow-up actions, and ensure alignment of schedules, to support the VP’s priority.
- Draft, edit and proofread correspondence, reports, and presentations with attention to detail and professionalism
- Serve as a key point of contact and liaison for internal and external communications involving the VP
- Handle sensitive and strategic materials with discretion, maintaining confidentiality at all times.
Complete all other duties and responsibilities as assigned.
QUALIFICATIONS, KNOWLEDGE AND SKILL REQUIREMENTS:
- Associate’s degree required; Bachelor’s degree preferred in nonprofit management, communications, business, or a related field
- Minimum 2–3 years of experience in a fundraising or nonprofit office environment
- Experience supporting multiple team members and/or senior executives preferred
- Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines
- Positive can-do attitude.
- High attention to detail and accuracy in data entry, documentation, and written communication
- Excellent interpersonal skills and a team-oriented approach
- Proficiency with Microsoft Office Suite
- Experience with a fundraising CRM, Blackbaud RaiserEdge NXT strongly preferred
- Discretion and professionalism in handling confidential information
- Consistent attention to deadlines, documentation, and stewardship processes.
- Occasional early morning, evening, or weekend responsibilities for events or meetings
- Limited local travel to IRSC campuses or donor meetings may be required.
PHYSICAL DEMANDS:
This position classifies the physical exertion requirements as light work involving lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities. If someone can do light work, we determine that he or she can also do sedentary work, unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time.
Classification
Staff
Supervisory
No
FLSA Exempt
No
Employment Type
Regular
Compensation and Application Deadline
Pay range starts at: $19.51/hour | All pay rate calculations start at the minimum salary and will be based on candidate's education and experience. | Open until filled.Salary : $20