Coordinator of Advancement

1 week ago

Oklahoma City, United States Mid-America Christian University Full time
Job DescriptionJob Description


POSITION SUMMARY:

Under the supervision of the Vice President for University Advancement, the Coordinator of Advancement Services and Donor Relations directs and oversees daily management of all aspects of the advancement database and information services, assuring high standards of quality, consistency, and accuracy of alumni and advancement-related information. This individual has the responsibility of ensuring that the donor is honored and recognized through prompt gift receipting, accurate database entry, and development of the database to allow better data extraction and reporting. This position will help coordinate fundraising events along with the University Advancement team.


ESSENTIAL DUTIES AND RESPONSIBILITIES:

Advancement Services:

  • Provide administrative assistance for the Vice President for University Advancement.
  • Maintain, update, optimize, and run reports on donor database software applications.
  • Process and maintain records for all physical gifts, online giving, and other transactions.
  • Maintain files for estate planning documents, scholarship and endowment agreements, constituent correspondence, and other records as needed.
  • Ensure adherence to industry standards relating to data security, gift receipts, and acknowledgments.
  • Maintain an adequate supply of office supplies, including general supplies, publications, and gift premiums.
  • Represent the university at special events and meetings.
  • Help coordinate special event logistics such as managing guest lists, reservations, catering needs, room and equipment usage, transportation, and event signage/décor.
  • Solicit participation of staff to assist with special events and act as key point of contact.
  • Prepare and maintain financial spreadsheets and activity reports for guidance of management.
  • Assist in developing relationships with preferred vendors.
  • Coordinate with the Communications Department in marketing events via media releases, website, email, and other forms of advertising.

Donor Relations:

  • Ensure that contribution receipts and gift acknowledgments are sent for each contribution.
  • Acquire and maintain pertinent contact information, including email addresses, and other preferred methods of contact for donor communication.
  • Ensure adherence to policies and procedures relating to database management, receipt, and deposit of contribution income, and the creation and maintenance of accurate donor records.
  • Answer phones and assist callers with their connection and information needs.
  • Ensure appropriate follow-up with attendees after special events.
  • Prepare executive reports, including quantitative and qualitative results, following special events.
  • Other duties as assigned


SUPERVISORY RESPONSIBILITIES:

May directly supervise one student worker in the Office of University Advancement. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.


QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

This position requires a minimum of a bachelor’s degree, with two or more years of relevant experience preferred. Individual must possess excellent written and verbal communication skills, along with word processing skills, Microsoft Office experience, and Excel experience. High levels of accuracy, productivity, and initiative are required. Individual must demonstrate a high degree of professionalism and the ability to work independently and problem-solve. Individual must be able to maintain confidentiality, work well with others, handle pressure and manage multiple tasks. Individual must demonstrate the ability to work with all of the university’s diverse constituencies.


COMPUTER SKILLS:

To perform this job successfully, an individual should possess strong knowledge of Microsoft Excel and Microsoft Word and demonstrate the ability to learn a variety of fundraising software applications.


OTHER SKILLS AND ABILITIES

Ability to work independently and must be detail oriented.


PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential function:

• Must be able to remain in a stationary position 50% of the time.

• The person in this position needs to occasionally move about inside the office to access file cabinets, storage shelves, office machinery, etc

• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.

• The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.

• The ability to observe details at close range (within a few feet of the observer)

• Frequently move boxes weighing up to 20 pounds across office for various needs


WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.


Please review our Mission Statement and our Statement of Faith at https://www.macu.edu/about/


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