Advancement Coordinator

Job description

Requisition # 2018-8405
Department Adv-Prospect Development &Rsch
Category Administrative Support
Full-Time / Part-Time Full-Time
Application Deadline


The Advancement Coordinator is a member of the Advancement Operations team within University Advancement. Advancement Operations is dedicated to housing, managing, analyzing, and disseminating information and data to inform Advancement and Development Office strategy; foster strong relationships with donors, volunteers, and campus partners; and promote effective integration.

Reporting to the Director of Prospect Development and Research, the Advancement Coordinator will be responsible for supporting University Advancement's fundraising efforts through prospect development and research support, including tracking critical information related to potential donors, monitoring sources for connections to the university, producing the department newsletter, department vendor and source management, budget maintenance, and special projects. This job requires initiative, critical judgment, discretion, and strong technical, writing and communications skills.


  • Identify critical information in the media and other sources; review publications, lists, and other sources for connections to the university, university-specific fundraising initiatives, and prospect specific information; disseminate to the offices engaged in fundraising and alumni relations at Princeton through department communication tools
  • Produce weekly electronic digest which packages articles and other media mentions of interest to Advancement and select senior campus partners and senior administrators
  • Coordinate department efforts, ensure timely production of a high-quality product and key information facilitation
  • Act as primary contact with external vendors including contract initiation and negotiation; manage department contracts and resolve issues; working with the Director to ensure departmental vendor management is aligned with department priorities
  • Monitor, analyze, and reconcile budgets (subscriptions, travel and training, and general) keeping department financials up to date and accurate and informing resource decisions
  • Prepare purchasing and expense reports through appropriate Princeton systems, and manage all necessary budget paperwor
  • Using advanced technical tools, including queries, dashboards, and reports, extract and prepare lists and exports of data related to prospect research, prospect management, and prospect data projects and priorities
  • Maintain and updates information about donors; prepare reports for the University's files; maintain records on the Advancement database; and use technology effectively to research, organize, and present data
  • Conduct ongoing reviews of alumni and donor data for consistency and enhancements; update prospect specific information in Development database, ensuring information is accurate and up to date; coordinate updates of biographical and prospect development related data with other Development Office departments.
  • Undertake special projects, prepare project documentation and project materials
  • Provide high-level general organizational coordination of department needs, including scheduling and calendaring; travel and meeting arrangements; organize department files
  • Assist the director in preparing agendas, meeting notes, and other materials and departmental documentation as necessary; perform other assignments for the director and Advancement Operations as needed
  • Maintain departmental vacation schedule and calendars
  • Oversee department online and periodical subscriptions, including distributing source materials to department staff; maintain tracking spreadsheet; and proactively monitoring source review for resource management
  • Maintain reference materials in library and inventory of department materials; track and maintain renewals; review with staff


  • Bachelor's degree required
  • Excellent interpersonal skills and a high degree of professionalism and initiative
  • Excellent written and oral communication skills
  • Excellent attention to detail; accuracy, flexibility and demonstrated ability to be proactive and to prioritize tasks
  • Strong problem-solving, data gathering and organizational skills
  • Strong computer skills, including proficiency in the Microsoft Office suite of applications (Word, Excel, PowerPoint and Outlook), CRM databases, and use of web browsers; ability to learn and manage alumni database information
  • Strong problem-solving and organizational skills; ability to function in a busy, high-pressure environment
  • At least three years of relevant practical experience required
  • Discretion in dealing with highly confidential material
  • Customer service orientation
  • Demonstrated ability to exercise independent judgment and make decisions based on established policies and procedures, and ability to interact with department staff, University Advancement staff, campus partners, volunteers and donors.

Preferred Qualifications:
  • Prior experience in an educational or fundraising setting
  • Familiarity with Advance, Prime financial systems and tools, HTML and web design software

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

Salary Grade

ADM, 030

Standard Weekly Hours


Eligible for Overtime


Benefits Eligible


Essential Services Personnel (see policy for detail)


Physical Capacity Exam Required


Valid Driver's License Required


Connect With Us! Join our Talent Network to receive updates about working at Princeton.

Princeton University requires all candidates to complete a background check successfully prior to the start of employment. The type and extent of background checks may vary depending on job requirements and/or functions.

If you have questions or comments regarding the iCIMS Privacy Policy or iCIMS FAQs, please contact [email protected].

Go to our careers site.





Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 3/25/2018
Application Due: 5/24/2018
Work Type: