Advancement Services Coordinator

Advancement Services Coordinator

Hours of Work: Monday - Friday 8:00 AM - 5:00 PM. Screening will begin ASAP and continue until the position is filled. Start date to be determined, but as soon as practicable after the hiring/interview process.

Salary and Benefits: This is a full-time, benefited Staff, S30 level position. Starting salary range: $50,083.00 - $61,352.00/annually, depending upon experience. Educational Benefits for the employees and dependents Tuition Reimbursement 15 – 18 Paid Holiday/Closure Days Three Paid Personal Days Healthcare/Dental/Vision/Life Insurance Generous Retirement Benefits - 15.12% Employer Paid/4% Employee Paid Paid Vacation and Sick Leave Onsite Childcare Center Professional Development Opportunities

JOB SUMMARY: The Advancement Services Coordinator serves as a trusted partner to the Foundation team, providing database management, board governance support, and administrative expertise that advance the Foundation's strategic priorities. The LCCC Foundation stewards a $70+ million endowment and more than 2,000 funds in support of student success and community impact, and this position plays a vital role in maintaining the operational systems, processes, and relationships that support that work. The Advancement Services Coordinator oversees more than 65,000 constituent records and provides administrative, board, and executive support while coordinating communication among donors, board members, staff, community partners, and key stakeholders. Success in this role depends on a deep understanding that accurate data, timely gift processing, and exceptional donor service are fundamental to effective donor stewardship and long-term donor relationships. The ideal candidate is a self-starter who thrives on systems, structure, and continuous improvement. Detail-oriented and service-minded, they take pride in producing accurate work, building trusted relationships, and delivering exceptional service to donors, board members, college staff, students, and community partners. This position requires sound judgment, strict confidentiality, adaptability, and a strong commitment to the Foundation's mission, values, and long-term success.

Principal Responsibilities and Results, KSA's

ESSENTIAL FUNCTIONS: this position is exempt and is not eligible for compensatory or overtime pay provisions of the FLSA. To perform successfully in this position, an individual must be able to perform principal responsibilities satisfactorily as well as possess education/experience, employ the knowledge, skills, and abilities as listed in representative fashion; reasonable accommodations may be made to enable individuals with disabilities to perform the principal responsibilities.

Donor Database Administration: Maintain the integrity and accuracy of the Foundation's donor database, overseeing more than 65,000 constituent records and 2,000+ funds.

• Serve as primary administrator and point of contact for Blackbaud (Raiser's Edge NXT), including account management, user training, and security levels.
• Conduct routine data audits, quality assurance reviews, database cleanup, and system checks to maintain accuracy of constituent records, gifts, funds, and biographical data; enforce data entry standards across all users.
• Establish and maintain data field protocols for giving reports, audit requirements, and field mapping for large data imports and exports.
• Identify and resolve data discrepancies, duplicate records, and integrity issues; interface with Blackbaud Technical Support for troubleshooting and issue case management.
• Generate fundraising reports, mailing lists, giving summaries, queries, and data extractions to support development strategy, major events, and board reporting; analyze effectiveness of campaigns and appeals.
• Identify opportunities for systems integration to improve data quality and reduce manual data entry.
• Create and build donation forms for Blackbaud; manage prospect research efforts, including organizing requests, documenting results, and updating donor information in coordination with leadership.
• Create and maintain process and procedure manuals for all database functions; assist college departments with data and reporting-related questions.

Gift Processing & Donor Stewardship: Process all charitable gifts and ensure timely, accurate donor acknowledgment in accordance with Foundation policies and IRS requirements.

• Receive, record, and accurately allocate gifts, pledges, matching gifts, in-kind donations, and other contributions in the donor management system.
• Coordinate with the Foundation's financial team to ensure daily deposits, reconciliations, and gift records align with financial records.
• Generate and distribute donor acknowledgment letters, gift receipts, and stewardship communications in a timely, professional manner.
• Maintain pledge schedules and oversee pledge reminder communications in alignment with donor agreements.

Executive & Board Support: Provide high-level administrative and governance support to the Executive Director and the Foundation's Board of Directors.

• Coordinate board and committee meetings, including agenda development, meeting materials, and follow-up activities.
• Prepare and maintain board records, meeting minutes, governance documents, and official organizational records.
• Manage complex calendars, scheduling, and meeting planning to maximize executive effectiveness and productivity.
• Prepare correspondence, presentations, reports, briefings, and other executive materials with accuracy and professionalism.
• Coordinate communications and follow-up between executive leadership, staff, board members, donors, community partners, and other stakeholders.

Operations, Events, & Other Duties: Serve as the administrative backbone of the Foundation office, supporting day-to-day operations, Foundation events, and other duties that advance the Foundation's mission.

• Serve as the first point of contact for the Foundation office, greeting visitors, answering the phone line, and responding to email inquiries with a high standard of donor service, handling gift questions, acknowledgment requests, and general inquiries in a timely, warm, and professional manner.
• Provide general administrative support to the Foundation team, including filing, supply management, and maintaining day-to-day administrative records in compliance with institutional policies.
• Assist with coordination and execution of Foundation events, including donor events, and managing event invitations, RSVP tracking, mailing lists, and event-related communications.
• Assist in managing and coordinating cross-functional projects and strategic initiatives in support of Foundation leadership.
• Maintain confidentiality and professional relations with board members, donors, college staff, and students at all times.

Other responsibilities may be assigned based on contemporary institutional needs.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge Knowledge of executive administrative principles and best practices, including calendar management, correspondence, scheduling, and records management in support of leadership. Knowledge of Microsoft Office Suite, donor database platforms, and project management platforms. Knowledge of donor relations and customer service principles for delivering high-quality, professional service to diverse internal and external stakeholders.

Skills Proficiency with donor management software (e.g., Raiser's Edge NXT, Blackbaud) and Microsoft Office Suite, including Outlook, Excel, Teams, and PowerPoint. Strong project management and organizational skills, with the ability to manage multiple priorities, meet deadlines, and maintain effective workflows in a complex environment. Exceptional written and verbal communication skills, including the preparation of professional correspondence, reports, presentations, meeting minutes, and board materials. Demonstrated accuracy and attention to detail in maintaining donor databases, financial records, board materials, and organizational documents. Strong customer and donor service skills, including the ability to respond professionally, courteously, and effectively to a wide range of stakeholders.

Abilities Exercises sound judgment, strict confidentiality, and personal accountability while managing complex responsibilities with limited supervision. Demonstrates initiative, adaptability, and a commitment to continuous improvement in a fast-paced, mission-driven environment. Build trust and maintain positive relationships with donors, board members, college staff, students, and community partners. Thrives in a role that requires systems thinking, organization, and process management, with a focus on operational excellence. Supports the Foundation's mission through professionalism, collaboration, and a commitment to donor stewardship.

PHYSICAL/MENTAL DEMANDS:

• There may be occurrences of interacting with employees and/or students, past employees and/or students, members of the general public, and others who express opinions, may exhibit strong emotions, which will require the employee to interact professionally, diplomatically, and appropriately in such situations
• While performing the essential duties of this position, an employee would frequently be required to move around the assigned work areas as well as within hallways, meeting rooms, and other parts of the campus facilities
• There may be multiple/daily instances of prolonged sitting, standing, and personal computer use, which would include keyboard and/or mouse usage as well as viewing a computer monitor
• An employee must frequently lift and/or move up to 25 pounds.
• Specific vision abilities required by this position include close vision, distance vision, and ability to adjust focus
• The overall work environment requires the mental ability to shift focal point quickly due to interruptions; an employee must be able to mentally track multiple projects and tasking as well

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