Advancement Services and Donor Relations Coordinator

Job Description

Job Description

The Advancement Services and Donor Relations Coordinator plays a critical role within the Office of Institutional Advancement at Talladega College. This position supports the Vice President for Institutional Advancement in ensuring the accuracy, integrity, and efficiency of advancement operations, including database management, donor relations, gift processing, reporting, and system administration. The Coordinator will work collaboratively across the Institutional Advancement team to strengthen donor stewardship, enhance data-driven decision making, and support the College’s philanthropic and engagement goals.

Key Responsibilities

1. Database Management & Data Integrity

· Maintain, update, and audit the advancement database to ensure accurate constituent records for alumni, donors, corporations, and friends of the College.

· Conduct regular data integrity reviews and implement best practices for data quality control and record maintenance.

· Assist with staff training on data management policies, procedures, and database functionality.

· Support prospect management by generating reports, profiles, and tracking donor engagement trends.

2. Gift Processing & Reporting

· Manage the daily processing of charitable gifts, pledges, and payments in accordance with College policies and industry standards.

· Prepare, reconcile, and distribute daily and monthly gift reports to the Business and Finance Office and other stakeholders.

· Generate customized fundraising reports, campaign summaries, and quarterly advancement reports for leadership and the Board of Trustees.

· Ensure compliance with IRS regulations and CASE standards related to gift processing and receipting.

3. Donor Relations & Stewardship

· Coordinate timely and personalized acknowledgment of all gifts and pledges.

· Support donor stewardship activities, including impact reports, recognition events, and communication materials.

· Maintain online giving platforms, ensuring accurate donor pages and giving designations.

· Compile and maintain biographical and statistical data to support donor segmentation and stewardship strategies.

4. Operational & Administrative Support

· Assist in managing the budget and fiscal records for the Office of Institutional Advancement.

· Contribute to the development and implementation of departmental goals, policies, and operating procedures.

· Maintain and update manuals documenting advancement services and stewardship protocols.

· Provide administrative support for audits, compliance reviews, and special projects. 5. Technology & Systems Management

· Assist in the administration and optimization of advancement software systems, including but not limited to: Raiser’s Edge/NXT, AlumniFinder, ImportOmatic, MailChimp, and Marketing Cloud.

· Support system integrations and ensure alignment between advancement data systems and other College platforms.

· Research and recommend emerging technologies that enhance fundraising, engagement, and operational efficiency.

6. Collaboration & Communication

· Partner with colleagues across Institutional Advancement, Business and Finance, and Communications to support donor engagement and reporting.

· Serve as a point of contact for internal and external stakeholders regarding donor information and gift processing.

· Maintain a professional, customer-focused approach when interacting with donors, alumni, and College partners.

· Effectively manage multiple tasks, projects, and deadlines while maintaining high accuracy and attention to detail.

7. Other Duties

· Perform additional responsibilities as assigned by the Vice President for Institutional Advancement.