Advancement Operations Coordinator
Reporting to the Director of Advancement Operations, the Advancement Operations Coordinator plays a pivotal role in supporting the Advancement Office's fundraising and alumni engagement efforts. The Advancement Operations Coordinator will be responsible for gift processing functions, including the preparation and processing of donor acknowledgments and receipts, and the maintenance of alumni and donor records. The Advancement Operations Coordinator will perform alumni website updates and assist with broadcast emails. The Advancement Operations Coordinator will assist with Annual Giving project management and Advancement projects while providing superior customer support to alumni, donors, friends, students, and colleagues across the University.
Encompass (iModules) Administration :
- Web form management : Design, build, and maintain forms and registration pages within the iModules system
- Email marketing : Execute email campaigns to communicate with and solicit gifts from alumni, donors, and other constituents, and send event invitations, announcements, and news
- Generate reports on event attendance and registration statistics
Gift Booking and Acknowledgement :
Gift entry : Process and accurately record all types of gifts and commitments, such as checks, credit cards, stock donations, pledges, and matching gifts. Perform gift batch auditsReconciliation : Perform monthly gift reconciliation with the Business Office to ensure that fundraising and financial records are in alignmentDonor acknowledgment : Manage the production of gift receipts and acknowledgment letters to ensure prompt and accurate communication with donorsPledge tracking : Enter pledges into the database and manage the process of sending pledge payment remindersPerform timely gift documentation filingDatabase and Record Maintenance :
Working with the Associate Director of Information Management, ensure the accuracy, consistency, and completeness of constituent records by performing data cleanup projectsCreate new constituent records and update existing biographical information based on gift documentation and other sourcesDonor Relations & Stewardship :
Customer service : Collaborate with Advancement colleagues to manage donor inquiries related to gift processing or receiptingGenerate stewardship letters to donors and fund contacts utilizing mail merge functionalitySupport the creation and sharing of special stewardship reports for named funds and major gift donorsAnnual Giving Project Management :
Working closely with the Advancement Communications Manager and the Executive Director of University Advancement, coordinate the direct mail campaign lifecycle, including timeline development, audience segmentation, appeal code requests, and vendor coordinationData analysis : Track and report on direct mail campaign performance metrics, including response rates, conversion rates, and ROIOffice Administrative Support Worcester :
Oversees supplies and manages inventory for the Worcester officeProvides administrative support to the Operations teamMiscellaneous :
Assists with events, including occasional night / weekend workAdditional responsibilities may be assigned by the supervisor