Senior Advancement Coordinator - University Advancement

Reporting to the Director of Advancement Operations, the Senior Advancement Coordinator plays a pivotal role in the Advancement Office’s alumni engagement efforts. The Senior Advancement Coordinator is involved in many key projects, including assisting with Annual Giving and Stewardship initiatives, making thank-you calls, processing gifts, preparing gift acknowledgements and receipts, records management, updating website forms, assisting with broadcast email communication, and building relationships with alumni and donors, all while providing excellent support to all University stakeholders.

Don’t check off all the boxes or meet every single requirement? If this opportunity excites you, but your background may not be a perfect match, we still encourage you to apply.

Encompass (iModules) administration:

• Web form management: Design, build, and maintain forms and registration pages within the Encompass system.
• Manage Class Notes.
• Work closely with the Advancement Communications Manager to help execute email marketing campaigns.
• Generate reports on event attendance and registration statistics.

Gift booking and acknowledgement:

• In Raiser’s Edge NXT, process and accurately record all types of gifts and commitments, such as checks, credit cards, stock donations, pledges, and matching gifts. Perform gift batch audits.
• Perform monthly gift reconciliation with the Business Office to ensure that fundraising and financial records are in alignment.
• Manage the production of gift receipts and acknowledgment letters to ensure prompt and accurate communication with donors.
• Enter pledges into the database and manage the process of sending pledge payment reminders.
• Perform timely gift documentation filing.

Database and record maintenance:

• Working with the Associate Director of Information Management, ensure the accuracy, consistency, and completeness of constituent records by performing data cleanup projects.
• Create new constituent records and update existing biographical information based on gift documentation and other sources.

Alumni / Donor Relations & Stewardship:

• Handle donor inquiries, generate stewardship letters via mail merges, and coordinate outreach for annual and legacy donors.
• Support the creation/sharing of special stewardship reports for named funds and major gifts.
• Coordinate giving circle membership, impact reports, and other stewardship and donor relations engagement opportunities.
• Working closely with the Advancement Communications Manager and the Executive Director of University Advancement, coordinate direct mail campaign lifecycles, including timelines, audience segmentation, and vendor coordination.
• Conduct outreach and engagement with alumni and friends, including thank you calls, invitation follow-up, gift renewal, and volunteer opportunities.
• Report on direct mail campaign performance, including response rates, conversion rates, and ROI.

Miscellaneous:

• Assists with events, including occasional night/weekend work.
• Additional responsibilities may be assigned by the supervisor.

Qualifications:

Required:

• Bachelor’s degree preferred.
• Three to five years of work experience, preferably in a fundraising office or higher education.
• Gift processing and records management knowledge desired.
• Excellent interpersonal skills and a customer service orientation.
• Must be detail-oriented, flexible, and able to manage multiple tasks simultaneously.
• Demonstrated Microsoft Office proficiency.
• Minimum of two years of experience working with complex databases, preferably Raiser’s Edge NXT.
• Minimum of two years of experience working with website and broadcast email management platforms, preferably Encompass (iModules).
• Fundraising experience desired but not required.

Physical Requirements:

• Typical office or administrative working conditions. Staff is not exposed to adverse environmental conditions. Work is primarily sedentary in nature; there are no special physical demands.
• Must have a valid driver's license and the ability to drive to alumni events and visits.