Advancement Administrative Coordinator

St. Olaf College•Northfield, MN

5d•Hybrid

About The Position

The Advancement Administrative Coordinator provides essential program and operations support for the departments within the Advancement Division, including the Annual Fund, Development, and Donor Relations. This role serves as a primary contact for various communication channels, manages office budgets and reconciles credit card statements, and handles invoice processing. The position involves scheduling meetings, managing room reservations and catering, and supervising a student employee. Additionally, the coordinator is responsible for maintaining office supplies, serving as the primary contact for facility needs at Alumni Hall, processing mail, and supporting staff onboarding and offboarding. The role also requires utilizing project management tools like Asana and documenting communications in a Customer Relations Management system. Back-up support for other Advancement departments is expected. A significant part of the role involves supporting the 50th Reunion program, including scheduling, coordinating with volunteers, and managing the Reunion Committee website. The coordinator will also assist with major campus events such as Homecoming & Family Weekend, Christmas Festival, Commencement, and Reunion Weekend. The position emphasizes teamwork, collaboration, and a commitment to diversity and inclusion, requiring completion of mandatory training and performance management cycles. Other duties may be assigned.

Requirements

Associates degree or equivalent.
1+ years of relevant office or administrative experience.

Nice To Haves

Bachelor’s degree.
3+ years of relevant office or administrative experience.
Customer service experience.
Previous experience with, or an understanding of higher education and/or philanthropy.

Responsibilities

Serve as primary contact person for the Annual Fund, Development and Donor Relations departments via phone, email, mail, and other correspondence, responding and delegating accordingly.
Coordinate and maintain office budgets, updating and sharing monthly reports with department Directors.
Reconcile monthly credit card statements.
Receive and submit payment for invoices.
Schedule internal and external meetings, managing room reservations and catering requests.
Hire, train and supervise one student employee during the academic year.
Inventory, order and maintain office supplies for Alumni Hall.
Serve as primary contact for Alumni Hall facility needs.
Process incoming mail daily.
Provide administrative support for staff onboarding and offboarding tasks as needed.
Work with Asana project management tool and document constituent communication as needed in the Customer Relations Management system.
Provide back-up customer service and administrative support to Advancement Operations & Strategies, Alumni & Family Travel and Alumni & Parent Relations, Development, Donor Relations, Annual Fund as needed.
Support the 50th Reunion program, including scheduling, room reservations, catering requests, creating zoom meetings, and attending virtual and in person volunteer committee meetings.
Serve as volunteer liaison for 50th Reunion committee volunteers via phone, email, mail, and other correspondence responding and delegating accordingly.
Maintain and manage the 50th Reunion Committee website with focus on the Gift Committee site.
Inventory, order and maintain supplies including managing Print Center requests for the 50th Reunion.
Assist with major campus weekend events including Homecoming & Family Weekend, Christmas Festival, Commencement, and Reunion Weekend.
Contribute to the overall success of the Advancement Division through teamwork and collaboration.
Support, respect, and commit to embracing diverse backgrounds, values, and points of view to build a strong and inclusive community.
Complete and meet deadlines for required training and performance management cycle.
Perform other duties as assigned.