Administrative Coordinator

Administrative Coordinator

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Employment Opportunity

Job Title - Administrative Coordinator

Department - Development Office

Position Summary - The Administrative Coordinator is a member of the College Advancement division. This position provides administrative and operational support to several departments within College Advancement, including Leadership Giving, Gift Planning, Donor Relations and Stewardship, College Grants, and the Assistant Vice President for Development. Working with approximately 15 staff members, the position plays an integral role in supporting fundraising, donor stewardship, and engagement efforts by coordinating essential administrative, financial, and operational functions that advance the division's goals and priorities. The role requires frequent interaction and collaboration with colleagues across the division and throughout the campus community. Key responsibilities encompass a broad range of administrative, organizational, and coordination functions, as described below.

The Administrative Coordinator will have several daily/weekly/monthly tasks that they will be responsible for completing independently. Examples of these tasks include:

• Prepare and print gift acknowledgment letters for leadership-level and athletics donors
• Assist with data retrieval, exports, and database-related projects and reports
• Export mailing lists, perform mail merges, and coordinate mailings (digital and traditional) for prospects and donors
• Serve as the primary contact for guests attending Donor Relations and Stewardship events. Record RSVPs, dietary restrictions, and accessibility needs into the database (Slate)
• Prepare check requests and process invoice payments
• Monitor purchasing needs and assist with budget-related administrative tasks
• Schedule meetings and coordinate calendars for department leaders as needed
• Reserve meeting rooms and coordinate virtual meeting arrangements

Organizational and time management skills are essential, as is the ability to work effectively both as part of a team and independently. Professional conduct and appropriate handling of confidential information is required.

Qualifications - High school diploma or equivalent is required. Minimum of three years of experience in an administrative services or clerical position desired. Preference for previous work experience and enthusiasm for detail-oriented projects (ex. sales, real estate).

Special Instructions Summary - Review of application materials will begin on September 21 and will continue until the position is filled.

Posting Number - 20101042A

EEO Statement - Gettysburg College, an equal opportunity employer, complies with all applicable federal, state, local laws and regulations regarding nondiscrimination. All qualified applicants will receive consideration for employment and admission. The College prohibits discrimination and harassment, and provides equal opportunity without regard to race, ethnicity, color, religion, national origin, disability, veteran status, marital/familial status, possession of a General Education Development Certificate (GED) as compared to a high school diploma, sexual orientation, gender identity, gender expression, sex, age, or genetic information in all aspects of employment, educational programs, activities, and admissions. Pursuant to Title IX of the Education Amendment of 1972, Gettysburg College prohibits discrimination on the basis of sex (i.e., which includes but is not limited to the prohibition of sexual misconduct and relationship violence, including sexual assault and harassment) in all of its educational programs and activities.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * How did you hear about this employment opportunity?
   • CareerLink
   • Craigslist
   • CASE (Council for Advancement & Support of Education)
   • Consortium for Faculty Diversity
   • Diverseeducation.com
   • Frederick News Post – Local Newspaper
   • Gettysburg College Digest
   • Gettysburg College Website
   • Gettysburg Times – Local Newspaper
   • Hanover Evening Sun – Local Newspaper
   • HigherEdJobs.com
   • Hispanicoutlook.com
   • InsideHigherEd.com
   • Indeed.com
   • LGBT in Higher Ed Website
   • LinkedIn
   • Merchandiser – Local Newspaper
   • Monster Jobs (monster.com)
   • Patriot News – Local Newspaper
   • Referral from Gettysburg College staff, faculty, friend or family member
   • The Chronicle of Higher Education
   • Women in Higher Ed Website
   • Other Website or Listserv (Please note specific website or listserv below)
   • Other Source (Please note other specific source below)
2. If you noted "Referral from Gettysburg College employee", "Other website or Listserv", or "Other Source" above, please let us know the name of the person who referred you or specifically where you heard about this employment vacancy. (Open Ended Question)

Applicant Documents

Required Documents

1. Resume
2. Cover Letter

Optional Documents