Administrative and Stewardship Coordinator, College of Architecture, Arts, and Design

Job Description

The Administrative & Stewardship Coordinator in the College of Architecture Arts and Design provides comprehensive operational and administrative support as a member of the colleges advancement team ensuring efficiency across donor stewardship event coordination and office management.

Working closely with and under the guidance of the Assistant Dean the primary responsibilities of the Administrative and Stewardship Coordinator include:

Administrative Management (50%):
o Provide frontline customer service to faculty staff and students in the Deans suite
Greet visitors and maintain appropriate contact with public university and private officials executives major donors staff and others
Provide professional and courteous telephone support
o Support scheduling for the Assistant Dean of Advancement and other advancement team members as needed
o Support travel logistics and reimbursements for the advancement team
o Coordinate and provide logistical support for meetings and special events for AAD advancement and the Deans office team as needed
o Assist in coordinating foundation funds activity
o Maintain accurate AAD advancement expense records and budget documents
o Maintain files produce agendas and provide logistical support for college and school advisory boards as requested
o Coordinate student wage support staff for AAD Advancement

Donor Stewardship Management (40%):
o Coordinate donor stewardship activities for the advancement office including the acknowledgement process and other donor related mailings and correspondence
o Support scholarship stewardship process with donors
o Draft correspondence on behalf of the College Dean and Assistant Dean of Advancement as requested

Prospect Research/Portfolio Management (10%):
o Prepare correspondence and stewardship reports for donors
o Perform independent research that supports key initiatives special events or programs; may work on sensitive issues requiring confidentiality and a professional demeanor
o Support college data management using Blackbaud CMS in collaboration with central advancement colleagues
o Maintain files using SharePoint
o Handle schedules and logistics for donor visits including itinerary preparation reports reservations etc.

Required Qualifications

Experience providing administrative support in an academic or professional office environment
Excellent time management skills and the ability to prioritize work
Excellent communication skills both written and verbal
Strong organizational skills agility to problem-solve and willingness to multi-task
Demonstrated digital fluency
Ability to work both independently and as a collaborative team member
A commitment to discretion in working with confidential information
Display good judgement and diplomacy skills in working with various levels of both internal and external clients
An eagerness to proactively anticipate and support team needs in pursuit of common goals

Preferred Qualifications

Experience in higher education setting
Demonstrated experience with CMS applications such as Blackbaud
Demonstrated experience with SharePoint or similar applications
Demonstrated experience with Adobe PhotoShop and InDesign or similar graphic design applications

Pay Band

3

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Regular

Salary Information

Salary range is $49000 - $54000

Hours per week

40 hours per week

Review Date

September 15 2025

Additional Information

Interested applicants are asked to submit a resume a cover letter that thoroughly addresses all required qualifications and three professional references.

This position may be eligible for a hybrid work arrangement (up to 1 day of telework per week) following a fully onsite onboarding period to support successful training and transition.

The successful candidate will be required to have a criminal conviction check.

About Virginia Tech

Dedicated to its mottoUt Prosim(That I May Serve) Virginia Tech pushes the boundaries of knowledge by taking a hands-on transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world Virginia Tech is aninclusive communitydedicated to knowledge discovery and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36000 undergraduate graduate and professional students in eightundergraduate colleges aschool of medicine aveterinary medicinecollegeGraduate School andHonors College.The university has a significant presence across Virginia including Blacksburg the greater Washington D.C. area the Health Sciences and Technology Campus in Roanoke sites in Newport News and Richmond and numerousExtension officesandresearch institutes.A leading global research institution Virginia Tech conducts more than $650 million in research annually.

Virginia Tech endorses and encourages participation in professional development opportunities and university shared governance. These valuable contributions to university shared governance provide important representation and perspective along with opportunities for unique and impactful professional development.