General Description:
The Department of University Advancement is a critical piece of William Woods University’s mission to create and promote a student-centered learning environment valuing inclusion, creativity, and intellectual inquiry that prepares learners for success in diverse organizational and community settings. As a key component of the University Advancement Team, the Advancement Operations Coordinator is responsible for maintaining the daily operations of University Advancement. Responsibilities include overall coordination of communication, data management, event planning, and relationship stewardship with alumni, visitors, students, faculty, staff, volunteers, organizations, and donors.
Salary is commensurate with experience and qualifications.
Essential Duties and Responsibilities:
· Manage overall operations and resources to ensure departmental efficiency and effectiveness
· Manage and disseminate information to the Advancement Team based on the Customer Relationship Management (CRM) system
· Record all in-kind and monetary donations in the CRM system, assist in pledge management, and assist with the development of grant letters and or required reporting
· Coordinate with the Financial Services team on monthly revenue reconciliations and gift processing
· Coordinate donor, corporate, and community relationship management
· Manage departmental communication with professionalism, consistency, and efficiency
· Coordinate University Advancement Team correspondence, donor/prospect notes, reporting, and departmental master calendar
· Coordinate interoffice communication, especially with the Office of the President, Strategic Communication, and University Marketing
· Coordinate gift response and feedback processes, and generate and disseminate tax acknowledgment letters in a timely manner
· Provide project management assistance
· Provide timely and ongoing updates to the Vice President of Advancement on pertinent departmental projects and activities
· Coordinate and monitor departmental financial services (e.g., purchasing, reimbursement, and budgetary processes)
· Manage University Advancement events
· Assist with strategic giving initiatives
· Schedule and manage reservation services for Myldred Fox Fairchild Alumni House and AB-208 Conference Room
· Supervise and coordinate Veritan student group event staff
Position Requirements:
PREFERRED QUALIFICATIONS:
The successful candidate will have the ability to:
· Demonstrate high capacity and manage/coordinate several projects simultaneously
· Exhibit a high degree of accuracy and attention to detail in assignments and responsibilities
· Work collaboratively within the department, across the university, and with external stakeholders
· Work independently
· Maintain confidentiality
· Demonstrate collegiality
· Develop proficiency with the CRM system and disseminate and manage data with accuracy
· Communicate with efficiency and accuracy
· Proficiency with marketing and promotional software (e.g., Adobe Creative Suite, Adobe Express, Canva, etc.)
Required Qualifications:
· Strong commitment to equity, higher education, student achievement and the William Woods University mission, vision, and values
· Academic qualifications (Bachelor’s Degree) aligning with position requirements
· Experience in working with diverse stakeholder populations
· Agility with adjusting priorities
· Ability to positively receive feedback
· Ability to manage multiple tasks while working collaboratively
· Strong teamwork orientation with a friendly and professional demeanor
· Availability to assist with and manage events including periodic early mornings, evenings, or weekends
· Ability to manage confidential information and sensitive situations with grace and discretion
· Occasionally travel for advancement opportunities, events, and event management
· Proficiency with Microsoft Office Suite
Work Schedule:
This is an exempt, 12-month position that occasionally requires travel and weekend/evening event coordination. This position could potentially be temporary or part time if needed.
