Administrative Coordinator

West Chester University Foundation 
Administrative Coordinator

The West Chester University Foundation engages donors and other partners to drive student success. We secure funding that helps West Chester University students achieve more. More about the WCU Foundation can be found at www.wcufoundation.org.

The West Chester University Foundation is currently looking for an Administrative Coordinator to join our team. The Administrative Coordinator provides cross-functional administrative support to multiple teams to help the West Chester University Foundation’s daily operations run smoothly. This role focuses on front-desk responsibilities, office coordination, data entry, basic donor communication, and support of small projects as directed. Serves as the primary point of contact for guests visiting the Foundation. 

Essential Job Functions: 

• Greet and welcome guests as they arrive at the Foundation; direct visitors to the appropriate person or office. 

• Create and maintain a welcoming office environment, ensuring conference room meeting spaces are available and properly set up for internal and external meetings. Provide support to event attendees during regular business hours, including greeting guests and addressing basic needs. 

• Respond to incoming telephone calls and email inquiries, including regularly occurring requests for information.  

• Open and process daily mail according to Gift Office procedures and enter donor information and contact updates into the database (training provided). 

• Responsible for coordinating, scheduling, and assisting in the preparation of meetings and taking minutes for requested meetings.  

• Facilitate processes related to closing estate gifts (training provided); maintain planned giving files and track estate fulfillment. 

• Support staff with administrative tasks, including assembling packets, creating name tags, organizing supplies, and tracking RSVPs. 

• Assist with individual and small mailings as requested, including scholarship thank-you note process, holiday cards, stewardship reports, etc. 

• Manage current inventory of the Alumni Giveaway closet. 

• Facilitate electronic signing forms and processes through Adobe Sign. 

• Perform other duties as assigned. 

 Job Requirements/Qualifications:  

• High School diploma or equivalent. 

• Proven ability in office administrative procedures at a level generally acquired through 3  years related experience.   

• Proficiency in MS Office (Word, Excel, Outlook, and Teams). Experience with Adobe, Asana, and Blackbaud (or comparable platforms) preferred. 

• Must demonstrate a strong customer service focus to foster cooperative relationships both internally and externally. 

• Effective oral and written communication skills. 

• Must possess independent judgment, strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities. 

• Adept at handling sensitive and confidential information. 

• Ability to demonstrate poise, tact, and diplomacy in a variety of situations. 

• Ability to quickly learn and adapt to new technology. 

Typical Work Conditions:   

• Work is performed on-site, 5 days/week in an office environment.  

• Extensive time sitting at computer.  

• May work additional hours as needed. 

• Use of personal devices (cell phone, personal computer, etc.) may be necessary on occasion to maintain business operations. 

Typical Physical Demands:  

• Regular use of hands to manipulate office tools and equipment, phones and computer keyboard. 

• May lift and move office supplies up to 20 pounds.   

• May stand, reach with hands and arms, stoop, and squat to file. 

• Sit for extended periods of time. 

• See to read a variety of materials. 

• Hear and speak to exchange information. 

We are pleased to offer a competitive hourly rate of $24-26/hour commensurate with experience and ability and includes full benefit package such as paid time off, medical, dental and life insurance, and  9.29% employer contribution to retirement plan.  For details on available benefits, please refer to the Benefits Summary on our website http://www.wcufoundation.org/careers. No relocation assistance is available for this position.

To be considered for this position you will need to apply via our website, www.wcufoundation.org/careers. Applicants are encouraged to include:

• Cover letter

• Resume

• Three (3) professional references including name, email address and work relationship

West Chester University Foundation is an Equal Opportunity Employer. Applicants for positions are considered without regard to race, creed, color, country of origin, sex, age, citizenship, disability, sexual orientation or any other protected characteristics established by law.

Salary : $24 - $26