The Advancement Services & Events Coordinator is an entry-level role supporting core database operations, donor stewardship, alumni engagement, and campus event management. The coordinator manages daily gift processing, supports alumni outreach, executes internal and external event logistics, and handles administrative duties. This role requires an agile self-starter who thrives in a collaborative environment and can manage overlapping project timelines.

Responsibilities

Gift Processing & Data Management (~40%) - Donation Processing: Oversee daily gift processing activities, including entering pledges, recurring gifts, event contributions, grants, matching gifts, and stock transfers into the university CRM (Salesforce and Colleague).
Receipting & Acknowledgments: Generate, proofread, and distribute timely donor acknowledgment letters, tax receipts, and annual giving statements.
Data Integrity: Update donor and alumni records with demographic changes, communication preferences, and relationship mapping based on returned mail and staff updates.
Financial Reconciliation: Coordinate with the Finance/Accounting team for monthly reconciliation of gift revenue, matching batch entries against bank deposits and lockbox statements.
Event Management (Internal & External) (~35%) - Event Execution: Manage logistical details for core Advancement events, alumni gatherings, internal departmental meetings, and external facility rentals.
Client & Vendor Coordination: Serve as the point of contact for external clients renting university space; negotiate basic logistics (catering, equipment, room setups), conduct site visits, and manage rental contracts.
Master Calendar Support: Review, approve, and maintain room requests on the university Master Calendar to resolve scheduling conflicts.
Invoicing: Create client invoices, track event accounts receivable, and submit documentation to the business office.
On-Site Support: Conduct pre- and post-event walkthroughs, provide support during events, and coordinate post-event evaluations to ensure customer satisfaction.
Alumni Coordination & Administrative Support (~25%) - Alumni Outreach: Assist the Director with executing alumni engagement strategies, preparing regional or affinity-based outreach, and handling inquiries from the alumni network.
Platform Management: Set up and maintain online event ticketing, giving forms, and peer-to-peer fundraising platforms.
General Administration: Manage office supplies and merchandise inventory, track department timelines, maintain procedural documentation, and answer general advancement phone lines or emails.
Student Supervision: Assist in training and reviewing the work of student workers or department interns as needed.

Requirements

Knowledge, Skills, and Abilities (KSAs) - Technical Proficiency: Comfort working inside CRM databases (Salesforce and Colleague) and the Microsoft Office Suite (Word, intermediate Excel).
Attention to Detail: High level of accuracy in data entry and financial record-keeping.
Communication & Stewardship: Strong written and verbal communication skills; ability to interact professionally with donors, alumni, university leadership, and external vendors.
Project Management: Ability to multi-task, prioritize shifting workloads, and remain organized in a busy environment.
Minimum Qualifications:- Education: Bachelor’s degree or equivalent combination of education and professional experience.
Experience: 1–2 years of professional office management, administrative, fundraising support, or event coordination experience.
Availability: Flexibility to work occasional early mornings, evenings, and weekends to support major events or high-volume giving periods.

Nice to have

Preferred Qualifications:- Direct experience handling gift processing or database entries in a non-profit or higher education development setting.
Experience using event registration or donation software platforms.