Institutional Advancement Coordinator

Saybrook University
Pasadena, CA

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Employment Type
Full Time
Institution Type

Job Details

Job Description:

Saybrook University is seeking an Institutional Advancement Coordinator to join its Institutional Advancement Department

Under the direction of the Assistant Vice President for Institutional Advancement, the Coordinator is responsible for:

Working under the general direction of the Assistant Vice President for Institutional Advancement, the IA Coordinator (IA-C) will coordinate and guide the overall strategy, planning, and tasks related to IA marketing and communications to support philanthropic and engagement priorities. Daily project management tasks to support alumni relations, Saybrook Serves volunteer initiatives, giving campaigns, donor stewardship activities, database updates, and needed communication to donor and community partners. The IA-C will maintain and order branded items for stewardship and university awareness events.

Position Qualifications / Requirements:

Minimum qualifications (knowledge, skills, and abilities)

  • Bachelor's degree or equivalent required.
  • Two – three years of combined data management experience with increasing responsibility, preferably in a higher education or non-profit environment.
  • Knowledge and proficiency of computer applications including Word, Outlook, PowerPoint, Excel, Adobe Acrobat, DocuSign, and Zoom. Willingness to learn new computer-based systems and programs.
  • Exceptional organization skills. Ability to work with accuracy and attention to detail.
  • Proven ability to manage multiple projects/programs simultaneously, setting proper priorities within deadlines.
  • Ability to partner productively with various staff, alumni, volunteers, donors, and prospects. Ability to prioritize and meet deadlines, utilize tact and diplomacy in dealing with confidential and sensitive matters, and work well with diverse groups of people.
  • Detailed knowledge of scheduling and managing complex calendars and travel itineraries while considering various time zones.
  • Ability to efficiently triage and manage multiple email accounts.
  • Compose, type, and proofread correspondence. Demonstrated writing skills to independently compose and prepare posts, memos, and meeting minutes.
  • Analytical skills to formulate logical solutions, develop alternative solutions, and make recommendations.
  • Maintain and update Outlook contact and email groups.
  • Schedule stewardship correspondence.
  • Coordinate and schedule meetings internally and with alumni, donors and sponsors.
  • Coordination of mailings for events, campaigns, and stewardship.
  • Manage marketing requisitions to support events and campaigns.
  • Ability to work collaboratively as a team member.
  • Excellent written and oral communication skills.
  • Periodic travel for university initiatives and event management is required.


  • Experience in database systems and gift processing in a university or non-profit setting.
  • Experience with Raiser's Edge.

Physical Requirements:

  • Must be able to sit and stand for long periods.
  • Must be able to lift to 20 lbs.
  • The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. While performing the duties of this job, the employee is regularly required to talk and hear. This job's specific vision abilities include close vision and adjusting focus. This would require lifting files, opening filing cabinets, and bending or standing on a stool.

Position Type and Expected Hours of Work

Remote Hybrid Office / Home Work Environment: Expectation to work in the Pasadena office is minimum of 1 day per week; however, the frequency may vary during peak periods.

This is a full-time position. Days and hours of work are Monday - Friday, and usually from 9 am - 5:30 pm (Pacific Time); shift adjustments may be needed to accommodate projects and staff in other time zones. Weekend schedule adjustments may be required for events.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, scanning, cameras, and microphones.

Saybrook University offers a generous compensation and benefits package, as well as the opportunity to work for a leader in the field of education. Some of our key benefits include: generous paid time-off, medical and dental coverage, company-paid life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts (FSA), tuition reimbursement, professional development, and regular employee appreciation events.

Saybrook University is an Equal Opportunity Employer.


Working at Saybrook University 

Saybrook University is the world’s premier institution for humanistic studies. It is a rigorous and unique learner-centered educational institution offering advanced degrees in psychology, mind-body medicine, and organizational systems. Saybrook’s programs are deeply rooted in the humanistic tradition and a commitment to help students develop as whole people – mind, body, and spirit – in order to achieve their full potential. Experiential learning and professional training are integral components of the transformative education offered through Saybrook’s programs.

Saybrook University is growing to bring together new disciplines and apply its humanistic perspective to a broad spectrum of practical fields.

The University comprises graduate programs divided into four cohesive schools focused on specific disciplines and career and professional outcomes:

·  School of Organizational Leadership and Transformation (OLT)

·  School of Mind-Body Medicine

·  School of Clinical Psychology

·  School of Psychology and Interdisciplinary Inquiry

Our global community of scholars and practitioners is dedicated to advancing human potential to create a humane and sustainable world. We accomplish this by providing our students with the skills to achieve and make a difference, empowering them to pursue their passions and their life’s work. Our scholars and practitioners are creative, compassionate innovators pursuing new ways of thinking and doing for their professions, organizations, and communities.

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