Administrative Coordinator, Advancement

Job description

Requisition Information

Position Information

Posted with Limited Access No Limited Access Period Ending Date Title Administrative Coordinator, Advancement Posting Number S01244 Full-Time/Part-Time Full-time Typical Hours Per Week 38.75 Regular, Temporary or Term Regular If temporary or term, enter anticipated end date Benefits Eligible? Yes Hourly/Salaried Hourly Band/Level OP4 Hiring Minimum $19.53 Department Office of Advancement Location Middlebury- 700 Exchange St. Hire contingent upon successful completion of the following post-offer screening Criminal Background Check Position Summary

Position Summary

The Administrative Coordinator provides operational and administrative support to the Director of Development for Language Schools and Bread Loaf Programs and the Director of the Parents’ Fund Program as well as two gift officers. Responsibilities include tracking and documenting all contact with donors and prospective donors, prospect management, travel preparation, report generation and gift officer metrics reports for both programs. Manages schedules, workflow and appointments for both Directors and gift officers as well as campus partners. Coordinates communications with external constituents (alumni and parents), Parents Committee, web page content and projects for both departments. Serves as contact person and facilitator between the directors and other offices across campus.


Essential Functions

Offer is contingent upon successful completion of a criminal background check.

Earliest anticipated start date is June 13, 2019.

Plans, organizes and manages resources for Parents’ Fund and Schools individual giving program, organizing projects in our online project management system and following them through to completion.
Manages and executes mailings to current and past parents. Coordinates production of collateral pieces such as donor thank you cards, and other materials ensuring that all pieces accurately reflect up-to-date program information. Requests and formats mailing data, merges and prints personalized appeal letters and/or sends via our Communications Marketing Tool. Collects statistics from mailings to share with Directors.
Works in collaboration with the Parents’ Committee Program manager on the annual Parents’ Committee business meeting. Preparing packages and providing logistics on the day of the event.
Serves as Parent Giving superuser for the volunteer management program. Ensures volunteer access, records assignments, manages data entry and is front-line response for trouble shooting questions from parent volunteers.
Makes travel arrangements for gift officers and Directors: creates detailed trip itineraries, generates constituent profiles, and compiles data and materials for meetings with prospects.
Works with gift officers to prepare for Presidential, Trustee, or Senior Administrator meetings with their prospects.
Facilitates timely follow-up of contacts, including notes in Banner system and correspondence.
Assists with compilation and formatting of fund raising proposals for prospects.
Manages complex records related to staff and prospect assignments, prospect tracking, proposal tracking, and prospect strategies, etc.
Executes reports using our report writer program: builds custom queries, manipulates existing queries, and analyzes data with pivot reports. Creates and loads code changes (mail, event, activity and volunteer) in our database.
Works with Gift Officers and Directors on individual reports requests.
Researches and aggregates materials and information regarding the College’s programs, departments, and projects for use by the fundraisers.
Coordinates schedules for meeting planning. Prepares agenda and materials for meetings.
Processes expense vouchers and assists with maintaining appropriate expense records when necessary. Supports and enforces review of the procurement card purchases twice monthly.
Manages Parents’ Fund and Graduate and Special Programs department budget process from requests through approvals.
Manages updates of the Parent Giving web pages.
Answers phones, opens and sorts mail.
Assists with staffing occasional Office of Advancement-sponsored weekend events.
Works cooperatively with others and accepts direction from supervisor.

General Responsibilities

Performs other related duties as assigned.



High school diploma or equivalent required. Associate’s degree or higher preferred.

Knowledge, Skills and Abilities

Advanced computer skills required in the following programs: Microsoft Office (Word, Excel), Outlook, Power Point, Advisory and rational database systems. Online project management and online communication marketing programs strongly preferred.
Must have excellent writing, organizational, interpersonal, and communication skills.
Must be able to prioritize essential tasks, have initiative, and good decision-making skills.
Attention to detail and organized.

Able and willing to manage multiple tasks and projects.

Handles confidential matters with complete discretion.


5–7 years of administrative support experience in a fast-paced office environment.
Prior experience as an Executive Assistant or in a similar role is preferred.

Physical Demands Posting Information

Close Date Open Until Filled Yes Special Instructions to Applicants

Offer is contingent upon successful completion of a criminal background check.

Earliest anticipated start date is June 13, 2019.


Some postings require contact information for reference providers for confidential letters of recommendation.

Recommendation Letter Requirements Supplemental Questions for Posting

Required fields are indicated with an asterisk (*).

  1. How did you hear about this employment opportunity?
    • Middlebury web site
    • Email Job Alert
    • LinkedIn
    • Employee Referral
    • Newspaper advertisement
    • Other
Applicant Document Required Documents
  1. Cover Letter
  2. Resume/C V
Optional Documents




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    Job No:
    Posted: 4/2/2019
    Application Due: 5/31/2019
    Work Type: