Coordinator, Advancement

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LOCATION

DEPARTMENT NAME

DIVISION NAME

JOB DESCRIPTION SUMMARY

JOB DESCRIPTION

Executive Support

• Provide comprehensive administrative support to the Associate Vice President of Advancement

• Provide comprehensive administrative support to the Assistant Vice President Leadership & Planned Giving

• Manage AVPs complex calendar including strategic scheduling of donor meetings cultivation activities campus appointments and team meetings

• Coordinate scheduling across multiple stakeholders including President Provost Deans faculty donors prospects and gift officers

• Make travel arrangements including flights accommodations ground transportation and detailed itineraries for donor visits

• Process expense reports reimbursements and budget tracking for AVPs office and revenue generation area

• Screen and prioritize incoming communications inquiries and meeting requests for AVP attention

• Draft routine correspondence on behalf of AVP including emails thank-you notes and internal communications

• Prepare AVP for donor meetings by compiling briefing materials donor profiles giving history cultivation strategies and talking points

• Take meeting notes track action items and follow up on commitments to ensure completion

• Manage confidential donor and prospect information with utmost discretion

• Serve as primary point of contact for AVPs office providing excellent customer service to internal and external stakeholders

Donor Relations & Cultivation Support

• Assist with donor stewardship and cultivation activities for AVPs personal portfolio of principal gift prospects

• Coordinate donor meetings campus visits and cultivation events including scheduling logistics briefing materials and follow-up

• Prepare thank-you letters impact updates and stewardship communications for AVPs signature

• Track donor interactions meeting outcomes and next steps in advancement database (Blackbaud/Raisers Edge)

• Compile research and background information on prospects and donors from database and external sources

• Support proposal development by gathering supporting materials coordinating campus input and formatting documents

• Coordinate presidential and dean engagement in donor cultivation including scheduling briefing and follow-up

• Manage gift acknowledgment and stewardship timelines for AVPs portfolio

• Maintain organized donor files with proposals correspondence and relationship history

Team Coordination & Communication

• Support AVPs leadership of revenue generation team including major gifts principal gifts leadership annual giving planned giving and foundation relations staff

• Coordinate team meetings including scheduling agenda preparation materials distribution and follow-up on action items

• Facilitate communication between AVP and direct reports ensuring smooth information flow

• Track team goals metrics and performance indicators for AVP reporting

• Support onboarding of new development staff with orientation materials and coordination

• Coordinate team professional development activities and training sessions

• Maintain team calendars tracking major solicitations proposals in progress and key milestones

Database & Reporting Support

• Maintain accurate records of AVPs donor interactions proposals and cultivation activities in advancement database

• Generate reports on AVPs portfolio activity pipeline progress and fundraising metrics

• Track proposal submissions pending asks and expected closures for AVPs portfolio and team

• Assist gift officers with data entry and expense reporting

• Coordinate with Advancement Operations on data requests portfolio assignments and reporting needs

• Ensure data quality and completeness for revenue generation area

• Support campaign tracking and reporting for revenue generation functions

Project & Meeting Coordination

• Coordinate divisional and cross-functional meetings involving revenue generation staff

• Support special projects and strategic initiatives as assigned by AVP

• Assist with campaign activities donor events and recognition programs

• Manage logistics for AVP-hosted events including donor dinners and cultivation gatherings

• Coordinate materials preparation for VP meetings Board presentations and leadership reports

• Maintain organized filing systems for AVPs office

• Support revenue generation planning processes and strategy sessions

Qualifications

• Bachelors degree

• 2-4 years of administrative or project coordination experience preferably in advancement nonprofit development or professional services environment

• Strong organizational skills and ability to manage complex schedules with competing priorities

• Excellent written and verbal communication skills

• High degree of professionalism discretion and ability to handle confidential donor information

• Strong attention to detail and commitment to accuracy

• Proficiency with Microsoft Office Suite (Outlook Word Excel PowerPoint)

• Experience with database systems; Salesforce or CRM experience strongly preferred

• Ability to work independently anticipate needs and exercise sound judgment

• Strong interpersonal skills and ability to interact effectively with donors senior leadership faculty and diverse stakeholders

• Customer service orientation and collaborative work style

• Problem-solving mindset and resourcefulness

• Flexibility to work occasional evenings and weekends for donor events and cultivation activities

FLSA STATUS

WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race color age religion sex sexual orientation gender identity national origin veteran statusor disability. It seeks individuals from all backgrounds and experiences who will contribute to a culture of creativity collaboration inclusion problem solving innovation high performance and change is committed to maintaining a campus environment free of harassment and discrimination.