Advancement Services Coordinator

Advancement Services Coordinator

The Advancement Services Coordinator is an entry-level role designed to support core database operations, donor stewardship, alumni engagement, and advancement operations. The ideal candidate will manage daily gift processing, support alumni outreach initiatives, and handle essential administrative duties. This position requires an agile self-starter who thrives in a collaborative environment and can seamlessly manage overlapping project timelines.

Essential Functions: Primary Job Duties and 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.

• 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.

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 experience in office management, administrative, or fundraising support.
• Availability: Flexibility to work occasional early mornings, evenings, and weekends to support major events or high-volume giving periods.

Preferred Qualifications:

• Direct experience handling gift processing or database entries in a non-profit or higher education development setting.
• Experience using donation software platforms.

Physical Demands – Work Environment: The position is located in a typical office environment. Professional/business casual attire is required.

Warner Pacific University's Mission: Warner Pacific is a Christ-centered, urban, diverse, minority-serving, Hispanic-serving, liberal arts University dedicated to providing students with an education that prepares them to engage actively in a constantly changing world. Our hiring practices reflect our missional commitment to being a Christ-centered institution.

Warner Pacific University's Commitment to Diversity: Warner Pacific University is an Equal Opportunity Employer that seeks a diverse workforce of committed Christians from all racial, ethnic, and socio-economic backgrounds. Warner Pacific University is committed to hiring staff and faculty with an intentionality that demonstrates the importance of having an employee community that reflects the racial and ethnic diversity of the students we serve.