Donor Relations Coordinator

Position Summary The Coordinator provides high-level administrative, operational, and project support to the Assistant Vice Chancellor within University Advancement and, as needed, to the three Executive Directors who report to the Assistant Vice Chancellor. The Coordinator manages and coordinates calendars, meetings, communications, data, and workflows to ensure smooth and efficient operations. The Coordinator prepares activity reports on behalf of the Assistant Vice Chancellor, tracks and reports departmental metrics, and manages special projects as assigned. Through accurate information management, strategic initiative support, and timely decision‑making facilitation, the Coordinator plays a critical role in advancing the goals of corporate and foundation giving and engagement. Primary Duties & Responsibilities Executive and Administrative Support Provide high‑level administrative support to the Assistant Vice Chancellor (AVC), including complex calendar prioritization, inbox triage, and managing competing demands. Support three Executive Directors on an as‑needed basis with higher‑level scheduling and coordination tied to key initiatives and deliverables. Coordinate and prepare materials for executive‑level meetings (e.g., agendas, briefing documents, talking points, summaries) and ensure appropriate follow‑up. Plan and coordinate AVC travel and trip logistics, including strategic itineraries and preparation of briefings and collateral materials. Handle confidential and sensitive information with discretion and sound judgment. Assist the AVC in advancing strategic initiatives by researching background information, organizing input from across University Advancement, and synthesizing information into clear materials. Meetings, Events & Team Coordination Schedule and coordinate routine and ad‑hoc meetings. Serve as the primary point person for calendar coordination, including within the broader development vertical, resolving conflicts and ensuring key participants are included. Support the logistical execution of internal and selected external meetings/events (room/virtual set‑up, tech needs, catering, room holds, and attendee communication). Track and distribute meeting action items and follow‑ups for team‑level meetings to ensure clarity and accountability. Help align team calendars and meeting cadences with institutional priorities and key deadlines. Data, Systems & Metrics Management Help maintain accurate and up‑to‑date records of corporate and foundation interactions in University Advancement’s Salesforce‑based Customer Relationship Management system, ARCH, including drafting activity reports on behalf of the AVC. Track and report on metrics in support of the AVC. Perform data entry, updates, and quality checks to support reporting accuracy and compliance. Generate standard and ad‑hoc reports to support planning, strategy, and performance review. Assist the AVC with tracking and summarizing metrics for the three teams (corporate relations, corporate engagement, foundation relations). Conduct basic data analysis to identify trends and inform decisions. Project Coordination & Strategic Initiatives Coordinate special projects from inception through completion, including timelines, task tracking, and communication with stakeholders. Participate in internal strategy meetings focused on increasing corporate giving, corporate engagement, and foundation giving, documenting decisions and next steps. Work across University Advancement to assemble, consolidate, and organize collateral materials for projects, campaigns, and leadership presentations. Monitor project progress, flag risks or delays, and help ensure timely completion of deliverables. Communications, Stakeholder Relations & Internal Presence Serve as a key point of contact for internal and external stakeholders, routing inquiries and ensuring timely, professional responses. Coordinate workflows and communication across departments that report to the AVC, helping keep stakeholders informed and aligned. Draft and edit internal communications (e.g., updates, summaries, announcements) as requested. Team Culture, Engagement & Process Improvement Serve as a point person for morale‑boosting ideas and initiatives across the three teams, proposing activities and gathering feedback. Implement approved engagement and recognition activities, managing logistics and communication. Identify opportunities to streamline administrative processes, improve workflows, and enhance efficiency. Participate in training and professional development related to systems, tools, and best practices. Perform other duties as assigned. Working Conditions Job Location and Working Conditions Normal office environment Physical Effort Typically sitting at a desk or table Equipment Office equipment Required Qualifications Education: High school diploma or equivalent high school certification or combination of education and/or experience. Certifications/Professional Licenses: None. Work Experience: 3 Years of relevant experience. Skills: Not applicable. Driver's License: Not required. Preferred Qualifications Proficiency with databases, spreadsheets, and basic reporting. Prior experience in a university or higher education environment. Clear interest in building a long‑term, career‑level commitment to this type of role. Warm, collegial presence demonstrating kindness, compassion, and a positive approach to working with others. Ability to understand and work in a large, complex organization with its established processes. Salary Range Grade: G08‑H.Salary Range: $21.17–$32.85 per hour (Targeted hiring range: $21.17–$24.50 per hour). Benefits Statement Personal Up to 22 days of vacation, 10 recognized holidays, and sick time. Competitive health insurance packages with priority appointments and lower copays/coinsurance. Take advantage of our free Metro transit U‑Pass for eligible employees. WashU provides a defined contribution (403(b)) Retirement Savings Plan, with employee contributions and university contributions starting at 7%. Wellness Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more. Family We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. We’ve got you covered. WashU covers the cost of tuition for you and your family, including dependent undergraduate‑level college tuition up to 100% at WashU and 40% elsewhere after seven years with us. For policies, detailed benefits, and eligibility, please visit: EEO Statement Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information. #J-18808-Ljbffr