Advancement Coordinator

Job Summary

The Advancement Coordinator is a key player in fostering positive external relations and streamlining administrative processes to advance the mission of Frontier Nursing University. With an enthusiastic and positive approach, the Advancement Coordinator actively engages in various administrative and advancement tasks. From adept database management to fostering donor stewardship, ensuring donor recognition, and providing crucial support for events, this role significantly contributes to the university's success and growth.

This dedicated professional takes the lead in coordinating events related to fundraising and advancement and provides essential support to the Chief Advancement Officer in external and fundraising activities; ensures the effective utilization of the relationship management database; and facilitates clear communication, meticulous reporting, and timely stewardship to funders. As a vital member of the Advancement team, the coordinator plays a pivotal role in maintaining accurate constituent records and generating insightful reports for analytics and communication with key stakeholders.

Overall, the Advancement Coordinator is instrumental in enhancing the university's external relations and ensuring the efficient execution of advancement initiatives.

Supervisor Responsibility:

No supervisory responsibility.

Duties, and Responsibilities

Gift Processing & Acknowledgement:

• Coordinate and implement donation processing in FNU’s advancement CRM database and ensure timely recognition of gifts.

• Serve as the primary responsible person in charge of the integrity of the advancement database. Clean up information as needed.

• Coordinate and maintain donor and gift records by accurately tracking all donations, investigating discrepancies, and ensure that gifts are properly credited.

• Create letter templates for acknowledgments and ensure that the templates are modified and updated as needed.

• Complete donor research and summarize contact reports to provide comprehensive donor reports to the fundraising staff in preparation for visits. Gather narrative and financial information for scholarships, endowments, building projects, major programs, etc. to enable the advancement office to provide reports for FNU’s major donors.

• Lead mailing execution for appeals, including pulling lists, ordering materials, printing letters, and organizing signers. Generate and mail tax acknowledgement letters in a timely manner.

• Research and write gift and special acknowledgment letters as needed for the FNU’s President and Chief Advancement Officer. Provide detailed donor profiles & donation history to the President and Chief Advancement office for major gifts.

• Update the advancement database with biographical, address changes and similar donor record information.

• Provide weekly gift reporting to the advancement team, president, and others.

Advancement Event Coordination:

• Plan and coordinate special donor, alumni and volunteer events for FNU. Duties can include, but are not limited to: selection of event sites; design of invitation text; coordination of invitation mailing and RSVP processes; monitoring of event vendors; coordination of overall event logistics; and post-event clean-up activities.

• Provide staffing support for FNU events.

Administrative Responsibilities:.

• Provide executive assistance to the Chief Advancement Officer

• Ensure an effective process of greeting and assisting donors.

• Answer incoming advancement-related phone calls and inquiries, and refer to the appropriate staff as needed.

• Serve as primary point-of-contact for advancement services.

• Generate reports as requested from the advancement CRM database.

• Assist with special projects assigned by the Chief Advancement Officer.

• Coordinate and process incoming and outgoing mail.

• Take meeting minutes and distribute to participants.

• Provide administrative support to the advancement team which may include, but is not limited to: complete and distribute correspondence, and forms; research travel arrangements and prepare travel requests and claims; schedule appointments and meetings; and maintain staff calendars when requested.

• Provide service to the University through activities such as involvement in FNU shared governance (e.g. committees, workgroups), FNU sponsored activities (e.g. charity drives, community-outreach activities), and/or service to the profession (e.g. presentations, professional organization committee work).

• Adhere to the elements of the Culture of Caring

• Other duties as assigned.

Required Skills/Abilities:

• Demonstrate excellent customer service skills with the ability to maintain a high degree of confidentiality, particularly regarding highly sensitive issues and to present a professional demeanor in various situations.

• Excellent verbal and written communication skills and excellent proofreading skills.

• Experience with CRM databases; proficiency in Microsoft Office suite, Adobe Acrobat, and Google suite.

• Excellent organizational skills and attention to detail.

• Complete understanding of clerical procedures and systems such as recordkeeping and filing.

• Ability to effectively balance a varied workload in a fast-paced environment while experiencing frequent interruptions.

• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and suggest and implement solutions.

• Ability to work independently.

Education and Experience:

• Bachelor’s degree required.

• At least two years experience managing a database as a part of an Advancement team is required.

• Experience planning, organizing and coordinating long-range activities and events is required.

• Experience in working in Advancement in higher education is preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.

• Must be able to lift up to 25 pounds at times.

• The ability to work evening and weekend hours as needed.

• Occasional travel as required.

Location:

Versailles, KY

Employee may be eligible for hybrid telecommuting agreement after 30 days of employment, dependent on supervisor approval. All FNU employees are required to work in the office for their first 30 business days of employment. This position is eligible for telecommuting up to 2 days per week, with supervisor approval, and after the first 30 business day of employment.

Reporting Relationship

This position reports directly to the FNU Chief Advancement Officer