Advancement Coordinator, Athletics

Posting Title

Overview

The position will assist the lead Advancement professional in the respective school of Catholic University in support of a wide range of activities, from major gift work and annual fund solicitations to volunteer management and board meeting prep, small-scale events, gift acknowledgement, travel planning, and other related duties. The School-Based Advancement Coordinator will provide administrative support and also assist in implementing annual fundraising, working under the direction of the lead Advancement official in the school to ensure key objectives of their areas of oversight are met as well as the overall objectives and goals of the campaign.

The projected salary range for this position, which represents the full range of anticipated compensation is: $50,000 to $56,375.

Responsibilities

The School-Based Advancement Coordinator works with the lead Advancement officer and the dean in the respective school to develop, support, and maintain programs and activities to secure philanthropic support for Catholic University and the campaign. Primary responsibilities include: preparing materials for gift officer visits, making travel arrangements and processing receipts, requesting research and compiling prospect briefing information. Depending on the experience and abilities of the position holder, the coordinator may also coordinate annual giving campaigns and work with annual leadership donors to secure and renew gifts. In addition, the successful candidate will possess basic design and layout skills for use in creating presentation and proposal templates and simple web and photo-based content. The candidate will also pull and customize routine reports for donor tracking and prospect analysis through Raiser’s Edge. The Coordinator also supports preparation and logistics for school Board of Visitors meetings and other small scale event planning activities. Given the extensive external contact including alumni and parent volunteers, donors, and university officials, this position requires strong interpersonal skills with attention to detail and accuracy; excellent communications skills; and complete discretion regarding the handling of confidential data.

• Provides administrative support to the Senior Director of Advancement in the division of Athletics, including scheduling, correspondence, prospect visit travel, expense reimbursements, and other administrative tasks as determined.
• Utilizes systems and reports both within the donor database and that link to the database that enable accurate tracking of prospect activity (done in coordination with Advancement Services), with an emphasis on tracking annual fund and major giving support for the school and providing data that helps advancement officers manage their portfolios in support of department goals and objectives.
• Serves in a planning, organizing, and execution role for key meetings, including logistical support to meetings with program-based Boards of Visitors and other volunteer/donor groups, working in partnership with Central Advancement. Coordinator position will also support planning for small-scale school events related to philanthropy, and donor stewardship, the latter in conjunction with Advancement’s Stewardship and Donor Relations team.
• Compiles, analyzes, and organizes information (from the database or other sources) to serve as background/briefing material for meetings, reports, and solicitations. Independently drafts internal and external correspondence on behalf of Assistant Dean or Director of Advancement as needed.
• Depending on the needs of the department, assist with annual giving requests, the renewal of leadership annual gifts, and executing discovery work.
• Provides design and layout assistance and technical expertise to the creation of proposal and presentation templates as needed.
• Becomes an expert in the development database: extract and manipulate data; create new reports as appropriate; enter engagement points; review donor records to ensure accurate recording of pledges and gifts.
• Requests financial reports, constituent action reports, and other queries from the donor database as needed.
• Continue to expand industry knowledge to keep abreast of best practices and philanthropy/higher education industry/trends.
• Supports the Division of University Advancement and the school/department they are based within, to achieve strategic and fundraising goals, through positive and productive interaction and collaboration with all departmental staff.

Qualifications

• Bachelor’s Degree with one (1) to three (3) years of fundraising, communications, and or administrative experience (or transferable skills/experience) working in a nonprofit or higher education development setting.
• Work requires excellent problem-solving and organizational skills.
• Ability to handle multiple projects and consistently meet deadlines.
• Excellent communication skills including in-person, over the phone, and through written correspondence.
• A motivated individual with a desire to learn.
• The ability to work under pressure with minimal supervision.
• The willingness to occasionally work some evenings or weekends, and be flexible with hours as required by the position.
• Strong interpersonal skills, self-awareness and emotional intelligence.
• A high regard for confidentiality and sensitivity in dealing with volunteers, donors, and colleagues in a professional, complex environment.

• College/University Advancement or development office experience.

• Executive travel management preferred.

• Experience with Raiser’s Edge, web design interface tools (iModules, WordPress, or similar), basic graphic design or desktop publishing experience, and prior experience with board report preparation is also a plus. 

• Must have experience and comfort level with using a database, proficiency with the Google suite of applications and with Microsoft Office products. (Word, Excel, PowerPoint).

• Familiarity with generally accepted office procedures.

• Ability to utilize internet for research-related duties.

• Must be able to maintain confidentiality, use tact and diplomacy in difficult situations and possess a commitment to serving others.

• The Advancement Coordinator must be able to work independently to determine priority of work, meet deadlines, and determine methods and procedures to resolve administrative office problems.