Description
Reporting directly to the Vice President for Advancement and Strategic Ventures, the Executive Coordinator for Advancement and Strategic Ventures provides comprehensive executive, administrative, operational, and project coordination support for the division. This position serves as a key liaison among divisional staff, university leaders, alumni, donors, community partners, and strategic venture stakeholders, managing executive scheduling, communications, stewardship support, event coordination, office operations, and special projects in support of divisional priorities.
Well-developed interpersonal and communication skills are essential for working with constituencies across and beyond the University, including university leaders, donors, alumni, community partners, strategic venture stakeholders, and colleagues throughout other University departments such as Human Resources, Payroll, Finance, and Facilities. The successful candidate must be able to work independently and exercise sound judgment, maintain strict confidentiality regarding donor, alumni, and institutional information, and manage a varied workload with general direction from the Vice President.
Essential Duties and Responsibilities
1. Manage the Vice President’s calendar, scheduling priorities, travel arrangements, and meeting logistics. Coordinate agendas, meeting materials, briefing documents, and follow-up actions. Assist in tracking action items and outcomes. Draft, edit, and prepare correspondence, reports, presentations, and communications. Support the Assistant Vice President for Advancement and other divisional leaders as assigned.
2. Coordinate donor stewardship activities and personalized acknowledgment communications. Assist with planned giving administrative support and related communications. Prepare thank-you letters, recognition materials, and stewardship reports. Maintain confidentiality regarding donor, alumni, and institutional information. Serve as a professional point of contact for alumni, donors, and community partners.
3. Coordinate logistics for divisional meetings, donor visits, alumni events, board-related activities, and strategic venture initiatives, including arranging meeting space, catering, travel, accommodations, and event materials. Support the planning and execution of Homecoming, Alumni Weekend, donor engagement events, Day of Giving activities, and community partnership initiatives. Serve as operational lead for the Lifelong Learning Institute, including registration development, constituent relations, scheduling, and management of the check-in process.
4. Coordinate office operations, supply ordering, equipment needs, and administrative processes, including managing room reservations, catering, and shared scheduling systems. Process invoices, purchasing requests, reimbursements, and related documentation. Manage the division’s budget and work closely with divisional leaders to maintain and track departmental budgets. Maintain organized electronic and physical records. Support onboarding and administrative needs for divisional staff. Serve as the primary point of contact for Advancement and Strategic Ventures phone calls and inquiries.
5. Assist with tracking divisional priorities, projects, and strategic initiatives. Coordinate follow-up activities resulting from leadership meetings and planning sessions. Support project management efforts across the division and assist with maintaining timelines, documentation, and project reporting.
6. Support divisional communication efforts and information distribution, including coordinating internal communications, announcements, and updates. Maintain contact lists, records, and administrative databases. Assist with communication workflows that support donor, alumni, and partner engagement.
7. Utilize university systems, CRM platforms, productivity tools, and AI-enabled technologies to support divisional operations, including reporting, receipting, gift-marking list creation, record maintenance, and data management activities. Support continuous improvement efforts that enhance efficiency and service delivery. Perform other duties as assigned in support of divisional and University priorities.
Requirements
Minimum Required Qualifications
- High school diploma or GED.
- Four to six years of relevant professional experience.
- Advanced proficiency with Microsoft Office Suite, Google Workspace, and Zoom Workplace.
- Demonstrated ability to maintain confidentiality and professionalism.
- Excellent organizational, interpersonal, and communication skills.
Preferred Qualifications
- Bachelor’s degree.
- Seven to nine years of relevant professional experience.
- Experience with CRM systems, event management platforms, and project management software.
- Experience utilizing AI and productivity technologies.
- Working Conditions
This position works in a standard office environment with no unusual physical or environmental demands. The Division of Advancement and Strategic Ventures values a work culture centered on collegiality, teamwork, and a strong commitment to excellence.
Completed Application Packets Must Include:
1. Cover letter, including salary requirements.
2. Resume or Curriculum Vitae.
3. Names, titles, and contact information for three professional references.
Application review will begin immediately and continue until the position is filled.
NOTE: Employment sponsorship is not available for this position. Applicants must be currently authorized to work in the United States.
