Responsibilities and Duties
Department Operations: Coordinate the day-to-day administrative and operational functions of the University Advancement Operations department, providing comprehensive support to departmental leadership and professional staff to ensure the efficient execution of departmental priorities. Responsibilities include managing departmental calendars and project timelines; coordinating meetings and logistics; preparing correspondence, reports, presentations, policies, and other operational documents; maintaining departmental records; supporting the onboarding of new employees through workspace, equipment, and access coordination.
Operational Process Management: Coordinate assigned recurring annual and cyclical operational processes within Advancement Operations, ensuring projects are planned, documented, executed, and completed accurately and on schedule. Develop and maintain process documentation, timelines, operational checklists, and related procedures to promote consistency and continuity while communicating with internal stakeholders to meet established deadlines. Responsibilities may include coordinating RSVPs for the Donors & Scholars Celebration (D&S), managing annual birthday card production and inventory, supporting the implementation and administration of donor engagement initiatives such as GiveCampus stewardship videos, and leading other recurring Advancement Operations projects and stewardship initiatives as assigned.
CRM Administration and Data Integrity: Support the administration and ongoing maintenance of the university's constituent relationship management (CRM) system by performing data imports, maintaining constituent records, and entering contact reports and engagement activities in accordance with established data governance standards. Exercise independent judgment to ensure the accuracy, completeness, and consistency of CRM data by identifying and resolving data quality issues, collaborating with Advancement staff to obtain and verify constituent information, and assisting with the testing and validation of system updates and operational processes.
Stewardship and Quality Assurance: Perform quality assurance reviews of donor communications, stewardship materials, gift agreements, reports, mailings, scholarship information, and other departmental documents to ensure accuracy, completeness, consistency, and compliance with university standards prior to distribution or publication. Support stewardship operations by reviewing scholarship documentation within Blackbaud Stewardship Management (or successor systems), assisting with donor-facing stewardship communications and portals, and coordinating other stewardship-related operational processes as assigned.
Procurement, Vendor Coordination, and Budget Support: Coordinate departmental procurement and administrative support activities by managing supply inventories, forecasting and ordering operational materials, maintaining vendor information, and assisting with purchasing, contracts, and renewals. Process invoices and related financial documentation, support departmental budget tracking and reconciliation, monitor vendor performance, and compile financial and operational information to assist with budget development, project planning, and reporting.
Reporting and Project Coordination: Support departmental planning and decision-making by collecting, compiling, organizing, and analyzing operational data to prepare reports, dashboards, spreadsheets, presentations, and other business materials. Coordinate departmental projects by tracking milestones, maintaining project documentation, monitoring progress, and following up on action items, while researching best practices, operational trends, and technology solutions to support continuous improvement initiatives.
Process Improvement: Identify, recommend, and implement improvements to administrative procedures, operational workflows, recordkeeping practices, and business processes to enhance efficiency, service quality, and operational effectiveness. Maximize the effective use of enterprise technology, reporting tools, and office automation solutions to streamline departmental operations and support continuous process improvement.
Customer Service and Collaboration: Serve as a professional liaison with university departments, faculty, staff, vendors, consultants, donors, and other internal and external constituents by responding to inquiries, answering and directing the main office phone line, coordinating activities, and providing exceptional customer service with professionalism, discretion, and sound judgment. Maintain the confidentiality of personnel, donor, financial, and operational information in accordance with university policies and applicable regulations, and perform other related duties as assigned.
