Administrative and Stewardship Coordinator, College of Architecture, Arts, and Design

Virginia Tech • Blacksburg, VA

66d • $49,000 - $54,000 • Hybrid

About The Position

The Administrative & Stewardship Coordinator in the College of Architecture, Arts, and Design provides comprehensive operational and administrative support as a member of the college's advancement team, ensuring efficiency across donor stewardship, event coordination, and office management. Working closely with and under the guidance of the Assistant Dean, the primary responsibilities of the Administrative and Stewardship Coordinator include: Administrative Management (50%): Provide frontline customer service to faculty, staff, and students in the Dean's suite, greet visitors and maintain appropriate contact with public, university, and private officials, executives, major donors, staff, and others, provide professional and courteous telephone support, support scheduling for the Assistant Dean of Advancement, and other advancement team members as needed, support travel logistics and reimbursements for the advancement team, coordinate and provide logistical support for meetings and special events for AAD advancement and the Dean's office team as needed, assist in coordinating foundation funds activity, maintain accurate AAD advancement expense records and budget documents, maintain files, produce agendas, and provide logistical support for college and school advisory boards, as requested, coordinate student wage support staff for AAD Advancement. Donor Stewardship Management (40%): Coordinate donor stewardship activities for the advancement office, including the acknowledgement process and other donor related mailings and correspondence, support scholarship stewardship process with donors, draft correspondence on behalf of the College Dean and Assistant Dean of Advancement as requested. Prospect Research/Portfolio Management (10%): Prepare correspondence and stewardship reports for donors, perform independent research that supports key initiatives, special events or programs; may work on sensitive issues requiring confidentiality and a professional demeanor, support college data management using Blackbaud CMS in collaboration with central advancement colleagues, maintain files using SharePoint, handle schedules and logistics for donor visits, including itinerary preparation, reports, reservations, etc.

Requirements

• Experience providing administrative support in an academic or professional office environment
• Excellent time management skills and the ability to prioritize work
• Excellent communication skills - both written and verbal
• Strong organizational skills, agility to problem-solve, and willingness to multi-task
• Demonstrated digital fluency
• Ability to work both independently and as a collaborative team member
• A commitment to discretion in working with confidential information
• Display good judgement and diplomacy skills in working with various levels of both internal and external clients
• An eagerness to proactively anticipate and support team needs in pursuit of common goals

Nice To Haves

• Experience in higher education setting
• Demonstrated experience with CMS applications such as Blackbaud
• Demonstrated experience with SharePoint or similar applications
• Demonstrated experience with Adobe PhotoShop and InDesign, or similar graphic design applications

Responsibilities

• Provide frontline customer service to faculty, staff, and students in the Dean's suite
• Greet visitors and maintain appropriate contact with public, university, and private officials, executives, major donors, staff, and others
• Provide professional and courteous telephone support
• Support scheduling for the Assistant Dean of Advancement, and other advancement team members as needed
• Support travel logistics and reimbursements for the advancement team
• Coordinate and provide logistical support for meetings and special events for AAD advancement and the Dean's office team as needed
• Assist in coordinating foundation funds activity
• Maintain accurate AAD advancement expense records and budget documents
• Maintain files, produce agendas, and provide logistical support for college and school advisory boards, as requested
• Coordinate student wage support staff for AAD Advancement
• Coordinate donor stewardship activities for the advancement office, including the acknowledgement process and other donor related mailings and correspondence
• Support scholarship stewardship process with donors
• Draft correspondence on behalf of the College Dean and Assistant Dean of Advancement as requested
• Prepare correspondence and stewardship reports for donors
• Perform independent research that supports key initiatives, special events or programs
• Support college data management using Blackbaud CMS in collaboration with central advancement colleagues
• Maintain files using SharePoint
• Handle schedules and logistics for donor visits, including itinerary preparation, reports, reservations, etc.

Benefits

• Eligible for overtime
• Hybrid work arrangement (up to 1 day of telework per week) following a fully onsite onboarding period

What This Job Offers

• Job Type: Full-time
• Industry: Educational Services
• Education Level: Bachelor's degree