Advancement Coordinator

Job description

Requisition Information

Position Information

Posted with Limited AccessNoLimited Access Period Ending DateTitleAdvancement CoordinatorPosting NumberS01204Full-Time/Part-TimeFull-timeTypical Hours Per Week38.75Regular, Temporary or TermIf temporary or term, enter anticipated end dateBenefits Eligible?YesHourly/SalariedHourlyBand/LevelOP4Hiring Minimum$19.53DepartmentOffice of AdvancementLocationHire contingent upon successful completion of the following post-offer screeningCriminal Background Check Position Summary

Position Summary

The Advancement Coordinator provides operational and administrative support to the Senior Director of Leadership Gifts, Leadership Gifts Officers and the Executive Director of Annual Giving and Donor Relations. Manage schedules, workflow, and appointments for the Executive Director, Senior Director, and gift officers.


Essential Functions

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

General Responsibilities

Duties include:
•Make travel arrangements for Gift Officers: creates detailed trip itineraries, generates constituent profiles, and compiles data and materials for meetings with prospects.
•Maintain expertise in prospect moves management functions in the Blackbaud system, in support of the Leadership Gifts program, including tracking prospect cultivation, solicitation, proposal entry and stewardship.
•Assist in preparation, formatting and completion of proposals and new fund agreements.
•Work with gift officers to prepare for Presidential, Trustee, or Senior Administrator meetings with prospects.
•Maintain comprehensive documentation of donor and prospective donor contacts (e.g. letters, proposals, briefings, contacts and reports).
•Facilitate timely follow-up of contacts.
•Serve as contact person, and facilitator between the Leadership Gifts Office and other offices across campus as well as alumni, parents and trustees, volunteers, senior administrators and other professional staff.
•Manage the Leadership Gifts department budget process for requests through approvals.
•Execute reports through the database: builds custom queries, manipulates existing queries, and analyzes data with pivot tables.
•Assist with specific annual giving and donor relations projects, including research, correspondence, solicitations and events; support stewardship activities for specific donor segments.
•Provide proofreading and fact checking for correspondence, including event invitations; presidential and vice presidential gift acknowledgment letters; stewardship report template cover letters; annual giving solicitations.
•Monitor the Midd Events e-mail and phone line; reply to guests via e-mail or phone; track and record event RSVPs, as necessary
•Prepare, format and print vice presidential and presidential correspondence and stewardship reports, as necessary.
•Create event materials including sign-in sheets, nametags and guest directories for events, as required.
•Process and track staff expenses; reconcile receipts and process reimbursements.
•Work cooperatively with others and accepts direction from supervisors.



•Associates degree required. Bachelors degree strongly preferred.

Knowledge, Skills and Abilities

•Advanced knowledge of Microsoft Word, Excel, PowerPoint, Basecamp, Outlook, and relational database systems required.
•Must have excellent organizational, writing, organizational, interpersonal skills
•Attention to detail imperative
•Strong organizational and interpersonal skills essential
•Ability to handle confidential information with complete discretion imperative
•Must be able to prioritize essential tasks, take initiative, and good decision-making skills.
•Able and willing to manage multiple tasks and projects, and be flexible and adaptable.


•4 – 6 years of high level administrative 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 DateOpen Until FilledYesSpecial Instructions to Applicants

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


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

Recommendation Letter RequirementsSupplemental 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 DocumentRequired Documents
  1. Cover Letter
  2. Resume/C V
Optional Documents




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    Job No:
    Posted: 8/1/2019
    Application Due: 9/30/2019
    Work Type: