Advancement Operations Coordinator

Search Number	# ADV 110
Currently, Albertus Magnus College requires its employees and students to be fully vaccinated against COVID-19

Category	Staff

Type	Full-Time

Campus	New Haven

Overview	Reporting to and partnering with the Assistant Director of Advancement Operations, the Advancement Operations Coordinator is responsible for processing philanthropic gifts, ensuring accurate and timely data entry of record updates and donor communications into the database, and providing routine database maintenance and hygiene to ensure data integrity. The Coordinator also supports the day-to-day management of the Advancement Office.

Overview

Reporting to and partnering with the Assistant Director of Advancement Operations, the Advancement Operations Coordinator is responsible for processing philanthropic gifts, ensuring accurate and timely data entry of record updates and donor communications into the database, and providing routine database maintenance and hygiene to ensure data integrity. The Coordinator also supports the day-to-day management of the Advancement Office.

About Albertus Magnus College	Albertus Magnus College thrives as a diverse and dynamic institution serving 1,500 students in three distinct degree programs: traditional undergraduate, accelerated adult undergraduate and master’s degrees. Through its liberal arts and professional educational offerings and its long- standing excellence in student-centered, values-based education, Albertus Magnus College is a shining example of modern day education. The Albertus campus provides a distinctive environment for students, faculty and staff. The College’s 50-acre, park-like campus, within walking distance to downtown New Haven, is located in one of the city’s most distinguished residential neighborhoods, Prospect Hill, which features both early 20th century mansions and modern architectural gems. Numerous academic, student services, and athletic facilities grace the campus, which serve as an attraction to prospective students. The Mission Statement of Albertus Magnus College is to provide men and women with an education that promotes the search for truth in all its dimensions and is practical in its application.

About Albertus Magnus College

Albertus Magnus College thrives as a diverse and dynamic institution serving 1,500 students in three distinct degree programs: traditional undergraduate, accelerated adult undergraduate and master’s degrees. Through its liberal arts and professional educational offerings and its long- standing excellence in student-centered, values-based education, Albertus Magnus College is a shining example of modern day education. The Albertus campus provides a distinctive environment for students, faculty and staff. The College’s 50-acre, park-like campus, within walking distance to downtown New Haven, is located in one of the city’s most distinguished residential neighborhoods, Prospect Hill, which features both early 20th century mansions and modern architectural gems. Numerous academic, student services, and athletic facilities grace the campus, which serve as an attraction to prospective students. The Mission Statement of Albertus Magnus College is to provide men and women with an education that promotes the search for truth in all its dimensions and is practical in its application.

Essential Functions	Gift Management Analyze gifts and constituent data to determine appropriate gift types, campaigns, funds, benefits, and appeals for each gift to be processed. Enter gifts accordingly in Raiser’s Edge and produce daily gift reports for the Business Office. Produce timely and accurate gift receipts. Prepare donor thank you notes for the AVP, VP, Office of the President, and others as required using the standard templates Manage pledge tracking and fulfillment, matching gifts, and tribute gifts Maintain electronic and hard copy records of donations, pledges, and grant files in accordance with our departmental policies and procedures Records Maintenance Ensure donor biographical information and correspondences are recorded in the database and consistently updated, accurate, and easily retrievable Run and review data hygiene reports; identify bad data and correct as needed Produce, run, and regularly update routine queries, exports, reports and other relevant data to assist with the general analysis of constituent and donor activity Assist with data codings such as segmentation, attributes, affinity groups, and prospect/moves management for sophisticated reporting and analysis in support of advancement priorities. Communications and Events Oversee in-house mailings including invitations, solicitations, congratulations letters, class mailings, obituary notices, and stewardship reports Provide support for advancement events including managing RSVPs, sponsorship tracking, event attendance, and producing nametags Provide day-of-event support for Advancement programs. Administrative Answer the main telephone line; resolve questions that arise from the callers. Manage Advancement shared email inboxes and reply to all incoming inquiries. With the Assistant Director, submit invoices for payment and reconcile expenses and credit card statements. Manage office supplies, equipment, and mail for the team Organize and maintain the integrity of hardcopy and electronic filing system. Provide administrative support for the Assistant Vice President as needed

Essential Functions

Gift Management

Analyze gifts and constituent data to determine appropriate gift types, campaigns, funds, benefits, and appeals for each gift to be processed. Enter gifts accordingly in Raiser’s Edge and produce daily gift reports for the Business Office.
Produce timely and accurate gift receipts. Prepare donor thank you notes for the AVP, VP, Office of the President, and others as required using the standard templates
Manage pledge tracking and fulfillment, matching gifts, and tribute gifts
Maintain electronic and hard copy records of donations, pledges, and grant files in accordance with our departmental policies and procedures

Records Maintenance

Ensure donor biographical information and correspondences are recorded in the database and consistently updated, accurate, and easily retrievable
Run and review data hygiene reports; identify bad data and correct as needed
Produce, run, and regularly update routine queries, exports, reports and other relevant data to assist with the general analysis of constituent and donor activity
Assist with data codings such as segmentation, attributes, affinity groups, and prospect/moves management for sophisticated reporting and analysis in support of advancement priorities.

Communications and Events

Oversee in-house mailings including invitations, solicitations, congratulations letters, class mailings, obituary notices, and stewardship reports
Provide support for advancement events including managing RSVPs, sponsorship tracking, event attendance, and producing nametags
Provide day-of-event support for Advancement programs.

Administrative

Answer the main telephone line; resolve questions that arise from the callers. Manage Advancement shared email inboxes and reply to all incoming inquiries.
With the Assistant Director, submit invoices for payment and reconcile expenses and credit card statements.
Manage office supplies, equipment, and mail for the team
Organize and maintain the integrity of hardcopy and electronic filing system.
Provide administrative support for the Assistant Vice President as needed

Qualifications	2-3 years of experience in development, non-profit, education/higher education, or another related field.

Education	Associate’s degree required, bachelor’s degree preferred.

Knowledge \| Skills \| Abilities	Knowledge of Microsoft Office Suite. Strong written, oral, and interpersonal communication skills with the ability to interact and collaborate with varied constituencies in a professional manner. Knowledge of a fundraising database preferred.

Special Work Schedule Requirements	General office environment. Full-time work hours are Monday to Friday 8:30 a.m. to 4:30 p.m.; occasional support on evenings and weekends.

To Apply	Qualified applicants should submit a cover letter, current resume, and contact information for three professional references as one document electronically to hr@albertus.edu. Please reference search # in the subject line.

Albertus Magnus College has a strong commitment to the principles and practices of diversity throughout the College community. Albertus Magnus College is an equal opportunity employer and invites all qualified applicants to consider this opportunity and to apply.

Albertus Magnus College is an Equal Opportunity Employer

It is the policy of Albertus Magnus College to comply with applicable federal and state laws regarding equal employment opportunity for all qualified persons so as to prohibit unlawful discrimination and harassment against any employee, intern or applicant for employment because of race, color, religion, sex, pregnancy, age, national origin or ancestry, physical or mental disability, genetic information, veteran status, transgender status, gender identity or expression, sexual orientation, or any other consideration protected by federal, state or local law. Albertus Magnus College promotes the full realization of equal employment opportunity throughout the College. The College forbids all forms of illegal discrimination, harassment or retaliation.