PRIMARY PURPOSE: The Advancement Coordinator plays a pivotal role in supporting the development and execution of fundraising strategies and initiatives to further the mission of Ave Maria University. This role is responsible for managing donor data integrity, preparing thorough and timely donor correspondence-such as acknowledgements-and providing administrative support to the advancement team, ensuring the accurate and efficient completion of advancement projects. The position requires strong organizational skills, keen attention to detail, and a deep commitment to delivering timely, thorough work in service to the mission and students of Ave Maria University. ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Responsible for data entry and record management to ensure the accuracy and integrity of all records in accordance with University retention policies and regulatory requirements.
- Ensures all gifts are properly acknowledged and diligently maintains accurate, up-to-date constituent records through data projects and individual requests.
- Responsible for online gift processing, handling exceptions, and generating regular reports.
- Assists with returned mail processing, basic reporting, database record management, gift processing, periodic reconciliations, generating donor reports/lists, donor relations, dashboards and other projects as assigned.
- Provides high-level administrative and operational support for the department, ensuring that tasks are completed in a timely manner.
- Prepares and proof-reads donor acknowledgements, gift agreements, and communications to be signed by the VP of Advancement.
- Prepare Invoices for Advancement Team through the approval process and retention procedures.
- Assist the Director of Advancement Services in the creation and maintenance of standard operation procedures documentation and new fund documentation.
- Ensure all event-related data, including participants and fair market values, is properly recorded and organized, contributing to efficient event management and compliance.
- This job description shall include, but is not necessarily limited to, the above duties. May temporarily perform other duties assigned by the Director of Advancement Services or Vice President for Advancement.
EDUCATION: Bachelor's Degree or equivalent experienceEXPERIENCE:
- A minimum of 3 years of experience providing support to cross-functional team
- Proficient computer skills with Microsoft Office Suite, Excel Spreadsheets, Word Merges, Outlook, document creation and retention
- Experience with databases/CRM tools preferred
CERTIFICATION: KNOWLEDGE, SKILLS AND ABILITIES:
- Proficiency in Microsoft Office and data base management experience
- Excellent interpersonal and communication skills and organizational skills
- Ability work independently and thrive in a fast-paced, entrepreneurial environment, effectively managing competing priorities while following procedures and maintaining a high degree of accuracy, quality of work and attention to detail.
- Capable of balancing multiple priorities and meeting deadlines in a fast-paced office environment
- Ability to use discretion, maintain confidentiality of information and other related matters
- Effective in the use of resources including time, talent, finances, etc.
- Ability to interpret, analyze, and disseminate results/outcomes in working independently and as a team member
- Capacity to establish and maintain cooperative and effective working relationships with others
- Commitment to the mission and values of Ave Maria University and Catholic higher education
Location: Ave Maria University, on-campus in Ave Maria, FL (no remote)Full-Time: 40 hours per week; Monday-Friday 8AM-5PMCompensation: $22-$24/hour plus benefits including medical, dental, and 401KPHYSICAL SKILLS AND ABILITIES: Requires ordinary ambulatory skills sufficient to visit other locations; the ability to stand, walk and manipulate (lift, carry, move) light to medium weights of 10-40 pounds. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, type and perform data entry, visual acuity to use a keyboard, operate equipment and read technical information, ability to hear in order to answer telephones and to communicate verbally, and the ability to sit for extended periods of time.WORKING CONDITIONS: Work is performed indoors with minimal safety hazards, and requires seated, standing, and movement work. May periodically travel.