Advancement Administrative Coordinator

The University of Illinois Urbana-Champaign isaccepting applications for an Advancement Administrative Coordinator at theUniversity Laboratory High School. This position supports the UniversityLaboratory High Schools Advancement Office by overseeing donor datamanagement assisting in event coordination facilitating communications and outreach effortsand helping develop and implement strategic programs. Thismultifaceted role also involves fiscal processing travel support andcommunity engagement to help further the mission of Uni High and itsAdvancement initiatives.

Duties & Responsibilities

Marketing & Communications

Collaborate with the Advancement team to develop consistent messaging and communication strategies that strengthen alumni and donor engagement and promote the schools mission.

Manage the Advancement Offices social media presence by creating and scheduling content that promotes fundraising alumni engagement events and school initiatives.

Coordinate the development and distribution of electronic newsletters and other communications for alumni donors parents and friends of Uni High.

Coordinate with appropriate staff to request and implement updates to the Advancement section of the Uni High website.

Support internal communications by sharing Advancement news events volunteer opportunities and fundraising initiatives with faculty staff and students.

Administrative Support

Manage mailings to alumni and current parents: prepare mailing lists merge documents stuff envelopes and track mailings.

Request and maintain mailing lists and advancement-related reports from UIF.

Schedule and manage the Directors calendar and ensure smooth execution of program events and campus/community engagements.

Track merchandise inventory and report findings to the Business Manager annually.

Order and organize constituent packets and school memorabilia.

Maintain internal financial and procedural documentation for office reference.

Collaborate with the Director and Advancement team in visioning and developing strategic program plans.

Coordinate with the Advancement team to align goals and tasks.

Data Management & Donor Relations

Perform timely and accurate data entry in the University of Illinois Foundation (UIF) donor database (TED) maintaining up-to-date records for constituents students faculty and staff.

Generate donor gift receipts and coordinate acknowledgements including letters cards and videos in line with the Advancement Offices stewardship plan.

Prepare and distribute weekly gift acknowledgement letters for the Directors signature.

Generate reports from TED including gift acknowledgements fund analysis and constituent profiles.

Process gifts using appropriate UIF documentation and procedures.

Event Planning & Coordination

Support and organize monthly Advancement Committee meetings including taking and distributing meeting minutes.

Support the planning and execution of major events such as- ReUNIon Weekend Alumni receptions and dinners Graduation events (e.g. Senior Supper Rising Star Award Dinner) New Parent Reception Regional alumni gatherings.

Manage event logistics including venue reservations preparation of materials catering coordination and on-site assistance.

Work with communications staff to publicize Advancement Office events and initiatives through appropriate channels.

Fiscal & Travel Support

Coordinate award logistics on behalf of the Uni High Advancement office; act as liaison with the Uni High Business office to ensure smooth operation.

Assist the Director and Assistant Director of Advancement with travel arrangements.

Process expense reports and purchases using Chrome River; utilize T-card/P-card in accordance with university policies.

Create requisitions through iBuy for office and event-related purchases.

Assist with program-related financial responsibilities.

Willingness to occasionally work evenings and weekends for events.

High school graduation or equivalent

Any one or any combination totaling five (5) years (60 months) from the following categories:

A. College course work in business finance accounting or a related field:

• 60 semester hours or an Associates degree equals one (1) year (12 months)
• 90 semester hours equals two (2) years (24 months)
• 120 semester hours or a Bachelors degree equals three (3) years (36 months)
• Masters degree or higher equals four (4) years (48 months)

B. Progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function organizing and performing duties that lead to knowledge of generally accepted office principles

Bachelors degree preferred in business communications education arts administration or related field.

2 years of professional business marketing experience related to advancement activities such as donor relations program coordination and/or event planning; in an academic or nonprofit setting.

Experience with donor databases and/or advancement software (TED UIF; UIF online reports including gift transmittals).

Experience with event planning and/or coordination.

Knowledge of marketing communications and digital engagement principles.

Strong communication skills.

Ability to develop engaging content coordinate multiple communication projects collaborate effectively with stakeholders and produce accurate professional communications that support alumni donor and community engagement.

Proficiency in Microsoft Office Suite (Word Excel Outlook) and Google Workspace.

Ability to learn and use database systems (e.g. TED Emburse Enterprise iBuy).

Familiarity with UIF and University of Illinois systems and policies.

Excellent organizational and interpersonal skills.

Ability to manage confidential information with discretion and professionalism.

Strong attention to detail and ability to prioritize multiple tasks under deadlines.

Must maintain UIF Mandatory Training on the use of the database and UIF Online reports.

Must maintain training on OBFS procedures and Emburse Enterprise (formerly Chrome River).

This is a 100% full-time Civil Service 0058 - Administrative Aide position appointed on a 12-month basis. The expected start date is as soon as possible after the close of the search. The budgeted salary range for this position is $40697- $ strive to provide a competitive salary considering factors such as available market data internal equity candidate experience and qualifications collective bargaining agreements and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. Work authorization sponsorship is not available for this position.

For more information on Civil Service classifications please visit the SUCSS web site at Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on August 5 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. For full consideration application materials should include a cover letter current resume (including month/year employment dates) contact information for three professional references and transcripts or proof of degree(s). Please ensure your resume highlights your qualifications/experience for this position. This may include professional academic volunteer or otherapplicable experience that aligns with the responsibilities of this role.

In order to be considered as a transfer candidate you must apply for this position. Applications not submitted through will not be considered. If required by the position transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position please contact Janet Kroencke at

For questions regarding the application process please contact .

At the University of Illinois Urbana-Champaign the states flagship public university and one of the worlds leading research institutions every staff member helps shape whats next. Founded in 1867 Illinois is home to a vibrant community of 59000 students from all 50 states and 129 countries supported by 15 colleges and instructional units more than 20 research institutes and one of the most comprehensive student service ecosystems in the nation. Whether youre empowering first-generation students fueling breakthrough innovation or strengthening communities across Illinois and beyond your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being growth and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence where the Illinois Value Proposition ensures that your contributions are recognized your potential is nurtured and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health Dental Vision Life Insurance a Retirement Plan Paid time Off and Tuition waivers for employees and dependents.

The University of Illinois System is an equal opportunity employer including but not limited to disability and/or veteran status and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks sexual harassment/misconduct disclosures and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy childbirth and related conditions or religion. Requests may be submitted through the reasonable accommodation portal or by contacting the Office for Access & Equity at option #1 or .

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Job Category: Professional and Administrative
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