Advancement Administrative Coordinator

University of Illinois Urbana-Champaign•Urbana, IL

15h•Onsite

About The Position

The University of Illinois Urbana-Champaign is accepting applications for an Advancement Administrative Coordinator at the University Laboratory High School. This position supports the University Laboratory High Schools' Advancement Office by overseeing donor data management, assisting in event coordination, facilitating communications and outreach efforts, and helping develop and implement strategic programs. This multifaceted role also involves fiscal processing, travel support, and community engagement to help further the mission of Uni High and its Advancement initiatives.

Requirements

High school graduation or equivalent
Any one or any combination totaling five (5) years (60 months) from the following categories: A. college course work in business, finance, accounting or a related field: 60 semester hours or an Associate's degree equals one (1) year (12 months) 90 semester hours equals two (2) years (24 months) 120 semester hours or a Bachelor's degree equals three (3) years (36 months) Master's degree or higher equals four (4) years (48 months) B. progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Nice To Haves

Bachelor's degree in communications, marketing, public relations, business administration, nonprofit management, education, or a related field.
Two years of relevant experience in marketing and communications, advancement/development, fundraising, donor relations, program coordination, and/or event coordination, preferably in an academic, nonprofit or other mission-driven setting.
Experience with donor databases and/or advancement software (TED, UIF; UIF online reports including gift transmittals).
Experience with event planning and/or coordination.
Experience with social media, social media management and/or digit engagement principles.
Strong communication skills
Ability to develop engaging content, coordinate multiple communication projects, collaborate effectively with stakeholders, and produce accurate, professional communications that support alumni, donor, and community engagement.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace.
Ability to learn and use database systems (e.g., TED, Emburse Enterprise, iBuy,).
Familiarity with UIF and University of Illinois systems and policies.
Excellent organizational and interpersonal skills.
Ability to manage confidential information with discretion and professionalism.
Strong attention to detail, and ability to prioritize multiple tasks under deadlines.
Ability to maintain UIF Mandatory Training on the use of the database and UIF Online reports.
Ability to maintain training on OBFS procedures and Emburse Enterprise (formerly Chrome River).

Responsibilities

Collaborate with the Advancement team to develop consistent messaging and communication strategies that strengthen alumni and donor engagement and promote the school's mission.
Manage the Advancement Office's social media presence by creating and scheduling content that promotes fundraising, alumni engagement, events, and school initiatives.
Coordinate the development and distribution of electronic newsletters and other communications for alumni, donors, parents, and friends of Uni High.
Coordinate with appropriate staff to request and implement updates to the Advancement section of the Uni High website.
Support internal communications by sharing Advancement news, events, volunteer opportunities, and fundraising initiatives with faculty, staff, and students.
Manage mailings to alumni and current parents: prepare mailing lists, merge documents, stuff envelopes, and track mailings.
Request and maintain mailing lists and advancement-related reports from UIF.
Schedule and manage the Director’s calendar and ensure smooth execution of program events and campus/community engagements.
Track merchandise inventory and report findings to the Business Manager annually.
Order and organize constituent packets and school memorabilia.
Maintain internal financial and procedural documentation for office reference.
Collaborate with the Director and Advancement team in visioning and developing strategic program plans.
Coordinate with the Advancement team to align goals and tasks.
Perform timely and accurate data entry in the University of Illinois Foundation (UIF) donor database (TED), maintaining up-to-date records for constituents, students, faculty, and staff.
Generate donor gift receipts and coordinate acknowledgements including letters, cards, and videos in line with the Advancement Office’s stewardship plan.
Prepare and distribute weekly gift acknowledgement letters for the Director’s signature.
Generate reports from TED, including gift acknowledgements, fund analysis, and constituent profiles.
Process gifts using appropriate UIF documentation and procedures.
Support and organize monthly Advancement Committee meetings, including taking and distributing meeting minutes.
Support the planning and execution of major events such as- ReUNIon Weekend, Alumni receptions and dinners, Graduation events (e.g., Senior Supper, Rising Star Award Dinner), New Parent Reception, Regional alumni gatherings.
Manage event logistics including venue reservations, preparation of materials, catering coordination, and on-site assistance.
Work with communications staff to publicize Advancement Office events and initiatives through appropriate channels.
Coordinate award logistics on behalf of the Uni High Advancement office; act as liaison with the Uni High Business office to ensure smooth operation.
Assist the Director and Assistant Director of Advancement with travel arrangements.
Process expense reports and purchases using Chrome River; utilize T-card/P-card in accordance with university policies.
Create requisitions through iBuy for office and event-related purchases.
Assist with program-related financial responsibilities.