Advancement Coordinator

Advancement Coordinator

The Advancement Coordinator serves as the primary administrative support for the Batten/VIMS Executive Director's advancement activities. Responsibilities include providing administrative support for the Executive Director's correspondence, files, business travel (including pre-approvals and reimbursements), calendar and plans for meetings with internal and external entities; updating the VIMS Advancement website; gift processing; overseeing the advancement office management and overseeing the advancement budget management.

Required Qualifications:

• Bachelor's Degree
• Experience supporting an executive or senior manager.
• Experience working in an administrative support customer-facing role supporting a team of professionals within a fast-paced environment.
• Experience handling confidential information.
• Experience with Excel, PowerPoint, Word, and CRM.
• Experience with budget management

Knowledge, Skills, and Abilities

• Strong administrative skills, with the ability to support multiple professionals.
• Demonstrated skills in calendar management, mail merges, and coordinating travel.
• Demonstrated proficiency in proofreading, editing, and drafting business correspondence with careful attention to detail and accuracy.
• Commitment to diversity, equity, and inclusiveness including but not limited to collaboration, staffing, and programming.
• Strong customer service orientation, with the ability to respond to inquiries, resolve problems, obtain and disseminate information.
• Commitment to excellence with the ability to exercise sound judgment and take an appropriate level of initiative.
• Excellent oral, written, and interpersonal communication skills appropriate to a professional office environment.
• Ability to work effectively with internal and external constituencies while exercising diplomacy and tact in all interactions.
• Proven ability to work collaboratively and collegially as a member of the team, as well as work independently.
• Strong organizational skills with proven ability to assess priorities and organize workflow accordingly while managing multiple and competing priorities within specific deadlines.
• High degree of computer proficiency in a variety of software applications to include Microsoft Office, specifically Outlook, Word, and Excel, and web-based applications.
• Ability to conduct mail merges and interest in learning new software.
• Working knowledge and skills of event coordination, with the ability to schedule and coordinate meetings.
• Excellent problem-solving skills, with the ability to anticipate or identify a variety of logistical issues as they arise.
• Strong analytical skills with the ability to extract data and produce reports.

Preferred Qualifications:

• Relevant experience working at a higher education institution; William & Mary is a plus.
• Administrative support experience in a fundraising environment.
• Demonstrated experience analyzing and handling data.
• Demonstrated experience producing mass mailings is highly desirable.
• Experience with basic fiscal support administration, coordinating travel logistics, and planning meetings and events.
• Experience with Acrobat Pro, Blackbaud CRM and Workday is a plus.
• Experience creating presentation slide decks.

Knowledge, Skills, and Abilities

• Demonstrated interest and ability to learn and use new software.
• Working knowledge of Chrome River, and BUY W&M. and Workday
• Working knowledge and experience with WREN (Blackbaud) or other CRM database(s), project management software, and Power BI.

Salary: Up to $58,000 commensurate with experience, qualifications, and internal equity.

Conditions of Employment:

Occasional work during nights and weekends required.

Job Duties & Responsibilities:

Team Administrative Support — 50%

• Provide office management support to the overall VIMS & Batten Advancement team.
• Manage special projects designed for fundraising within VIMS & Batten requiring compilation, organization, and entry of data in Excel and other formats.
• Enter new contact information, updates, and corrections in all Advancement CRMs to ensure data integrity.
• Prepare correspondence such as letters and emails, and complete mail merges for documents.
• Assist team members as needed with travel pre-approvals and reimbursements using Workday.
• Oversee the Advancement operations and Foundations budget on a weekly basis.
• Create PDFs or other documents and make copies, as requested.
• Organize and maintain paper and electronic files.
• Process daily mail.
• Maintain office supplies, submitting orders for necessary items.
• Manage advancement budget and provide monthly team reports.

Data Support — 30%

• Generate constituent lists for invitations and solicitations from WREN for use by the VIMS Advancement team.
• Process gifts received at the VIMS campus.

Personnel Support — 20%

• Serve as primary administrative support for the Executive Director with tasks including calendar management, scheduling meetings, filing, correspondence, and donor visit logistics.
• Manage travel arrangements, processing of pre-approvals, expense reimbursements, and business meal reimbursements through Workday.
• Manage procurement and vendor payments for the VIMS Advancement team.
• Schedule internal and external meetings for the VIMS Advancement team.
• Determine availability of staff and manage staff calendars.
• Track and maintain reporting and filing documents for the organization.
• Perform other responsibilities or projects as assigned.