Coordinator of Institutional Advancement

Job Description

Job Description

Description:

This role manages donor communications, direct-mail and email fundraising campaigns, gift processing, department budget administration, two major annual advancement events for the institution, data management for donors, and assisting VP in all areas. It combines hands-on production work (campaign copy, email builds, budget tracking) with vendor and stakeholder management across the seminary, the Southern Baptist Convention, and outside vendors.

Vice President Support

• Assist the Vice President with daily activities, including:
• Manage the calendar and schedule meetings as appropriate,
• Organize all pertinent documentation and itineraries, and other duties as assigned.
• Participate in weekly Institutional Advancement department meetings.
• Supervise and direct one Federal Work Study (FWS) student employee, approximately 15 hours per week, including assigning daily tasks, training, and overseeing work quality.
• Manage Department Budget, including,
• Maintain the department's annual budget tracker, log all transactions, project future expenses, and monitor spend pace against budget by line item.
• Reconcile and log credit card transactions using Concur.
• Rebuild and roll over the budget tracking workbook at the start of each new fiscal year.
• Maintain current budget status and identify where budget capacity remains available.

Fundraising Campaigns & Donor Communications

• Plan and execute three annual direct-mail/email campaigns: End-of-Calendar-Year (EOCY), Easter, and End-of-Fiscal-Year (EOFY).
• Manage the outside print/mail vendor relationship (Boelte-Hall) — route copy for approval, submit production files, review proofs, and process invoices.
• Own all donor email communications sent via Virtuous end-to-end — strategy, content, build, and sending all sit within our office.
• Coordinate campaign video content featuring the President and build supporting landing pages.
• Maintain donor segmentation, campaign codes, and custom URL tracking in Virtuous CRM so campaign performance can be measured and compared year over year.

Gift Processing & Donor Records

• Process daily gift imports (checks via the Financial Services Deposit Excel, and online gifts).
• Send timely gift receipts to donors.
• Work outstanding tasks in Virtuous CRM daily.
• Prepare and distribute a weekly Giving Report.
• Issue annual donor tax receipts each January.

Reporting

• Prepare a monthly Cabinet Report on fundraising performance.
• Prepare the annual ATS Report (filed with the Association of Theological Schools, the institution's accreditor).
• Prepare the Book of Reports (produced twice yearly) and the annual Fusion Report.

Event Planning & Execution

• Plan and execute Alumni & Friends, a ~600-guest lunch event held at the Southern Baptist Convention annual meeting, including an annual venue site visit and negotiation with SBC event staff for room selection.
• Coordinate closely with the seminary's Student Life and Events (SLE) department, which handles the parallel FTC @ (Host City) event and A&F ticketing.
• Plan and execute the on-campus Ministry Leaders Dinner, a ~250-guest invitation-only dinner held during the FTC National Conference, including guest list curation, personal invitations, catering vendor coordination, and sponsor relationship management.
• Coordinate day-of event staffing, signage, and marketing collateral (digital and physical) with Communications for both events.
• Manage post-event logistics, including teardown coordination and donor/guest follow-up (thank-yous, gift bags).

Cross-Functional Collaboration

• Route campaign and event copy through the appropriate approval chain (Advancement and executive leadership) before production.
• Partner with the Communications team on collateral design, production timelines, and campaign/event marketing.
• Partner with outside vendors and organizational contacts (print/mail vendor, SBC convention staff, caterers) to execute campaigns and events on schedule.

Tools & Systems Used

• Virtuous CRM (donor records, segmentation, task management)
• Mailchimp (donor journey strategy is designed/proposed by our office; build and management is owned by Communications)
• Virtuous Email (donor email communications — fully owned and executed in-house)
• Microsoft Excel (budget tracking and reporting)
• Concur (credit card transaction reconciliation)
• Paylocity (employee timecard and report management)
• Microsoft Word (document and collateral production)
• OneDrive (shared department file storage)

Knowledge, Skills & Abilities

• Strong writing skills, with the ability to translate donor and alumni stories into compelling fundraising copy.
• Strong people skills, able to relate to a broad spectrum of people and situations to foster goodwill and compelling motivation for MBTS mission.
• Project management skills sufficient to run multiple concurrent campaigns and events against fixed external deadlines (vendor lead times, convention scheduling).
• Comfort managing vendor and partner relationships independently, including problem-solving when partners are unresponsive or inconsistent.
• Working knowledge of nonprofit fundraising concepts: donor segmentation, recurring giving, donor retention, and campaign attribution.
• Budget management and basic spreadsheet/formula literacy.
• Ability to travel to and represent the institution at the annual SBC meeting, including working long, physically demanding event days.