Advancement Operations Coordinator
Washington & Lee University
Lexington, VA
Full-time
Education
Posted on June 8, 2023
Job Description:
The Advancement Records Coordinator supports the goals of Advancement at Washington and Lee University through their work in data collection and integrity. The coordinator assists with several functions of the Advancement Operations department and serves as the primary resource for gift receipting and proactive data collection.
To achieve our mission as a liberal arts college, we continually strive to foster an inclusive campus community, which recognizes the value of all persons regardless of identity. Our department is committed to contributing to an educational environment that is rich with cultural, social, and intellectual diversity
Essential Functions:
- Generates and customizes tax receipts/acknowledgement letters for charitable contributions to Washington and Lee University in a timely fashion and codes donor records to track receipts and acknowledgements.
- First line of contact for Advancement Operations and provides administrative support to the executive director. Responds to general incoming internal and external Advancement Operations requests.
- Manages a proactive system of employment data collection among alumni using personal outreach, online search tools, and collaboration with Advancement colleagues. Ensures accuracy and entry of collected data to enhance alumni networking efforts and matching gift potential.
- Maintains accurate process and policy documentation in accordance with IRS guidelines and regulations regarding charitable gifts receipting.
- Manages returned mail, including research and entry of valid addresses.
- Serves as an integral partner to the gift entry and biographical maintenance teams. Assists and provides back-up to Advancement Records Lead with donor and alumni record clean-up and incoming requests made through advrecords@wlu.edu and back-up to Gift Accounting Team for clerical work for matching gifts and third-party payment processors. Checks the matchinggifts@wlu.edu when the Gift Accounting Coordinator is absent.
- Other Advancement Operations duties as needed
Minimum Qualifications:
High school diploma or GED required with a minimum of 3 years' experience in a data management, accounting, or administrative function. The Advancement Operations Coordinator must have exceptional attention to detail and strong organizational skills. Experience working with a comprehensive relational database and knowledge of gift and pledge transactions is helpful. Proficient user of Microsoft Office suite. Must be sensitive to confidential personal, giving and asset information, and must be able to work in an office setting and follow organizational protocol. The ideal candidate will have familiarity with higher education and the critical role information and data plays in alumni and development affairs. Strong written communication skills and ability to be self-directed.
Application Instructions: Review of applications will begin immediately and continue until the position is filled. Resume and cover letter are required. Upload documents to the Resume/CV upload section of the application. You will be asked to provide names and contact information for three professional references.
Position Type:
Non-Exempt, Full Time, Benefit Eligible
Minimum Pay:
$18.54 - Pay Commensurate with Experience