Advancement Operations Coordinator

Pacific Science Center•Seattle, WA

2d•Onsite

About The Position

The Advancement Operations Coordinator provides administrative and operational support across all components of the Advancement division, with a primary focus on development operations. This role collaborates closely with Development, Marketing, Membership, Data Analytics, and the Executive Office to support the effective day-to-day functioning of Pacific Science Center’s advancement activities.

Requirements

Advanced knowledge of Microsoft 365 Suite and effective cloud-based file sharing
1 year of experience working with or managing complex CRM software
Strong understanding of business communication and meeting protocol
Ability to model curiosity and critical thinking
Excellent attention to detail
Discretion when handling sensitive donor or prospect information
Written and oral communications are clear and effective with all audiences
Demonstrated dependability, responsibility, and ability to maintain confidentiality with sensitive information
Ability to multitask and manage multiple ongoing projects while providing inspiring service to colleagues and visitors
Handle difficult situations with diplomacy, focusing on solutions
Proactively identify problems, prioritizes them effectively, and works to understand their root causes
Demonstrated commitment to inclusion, diversity, equity, and access in every aspect of work
Ability to take part in occasional meetings and events outside of core business hours.

Nice To Haves

2+ years of administrative assistant experience
1+ years of experience working with a board of directors, senior management, or external clients/customers
Familiarity with nonprofits and mission-based priorities

Responsibilities

Serve as administrative liaison between Advancement Division and other PacSci teams, assisting in cross-function collaboration and meeting schedules
Prepare meeting materials, agendas, briefing documents, and follow-up items
Maintain Advancement files, including donor proposals and reports, event and communication collateral, impact messaging, testimonial library, etc.
Ensure and recommend best-practices around division use of Sharepoint, Asana, Tessitura, OneDrive, etc.
Maintain, develop organize team-wide SOPs
Advancement leadership support as needed including scheduling and coordination of internal and external meetings
Manage Advancement supply and collateral inventory
Monitor general donor email box, respond and/or reassign responses as needed
Manage acknowledgment letter process including merging, mailing, review by PRMs
Manage components of gift and check processing in collaboration with development, accounting, and P&C front office coordinator
Tessitura administrative support (step uploads, constituent management, plan reconciliation, elevated member activation)
Maintain donor credit lines/recognition policy
Manage donor benefit and recognition fulfillment programs for Annual Fund, Igniter Donors Society, Corporate members, Planned Giving Society, and sponsorships
Coordinate Advancement-related mailings including event invitations and special communications
Manage mailing lists, production timelines, and vendor coordination in partnership with marketing/design as needed
Assist in the review, update, and coordination of on campus donor recognition signage and donor walls.
Serve as back-up to Executive Assistant to the President
Assist the Executive Assistant to the President and support staff with their assigned duties such as Board and Associate Board function supports
Support event invitations, mailing, RSVP tracking, guest list management as needed
Provide coordination and logistical support for Advancement events in partnership with Venue Experiences staff and Advancement leads
Support on-site event logistics as needed
Manage external volunteer background check process for Advancement related work
Assist in donor stewardship and recognition of donors on an ongoing basis, including but not limited to: phone calls, personalized notes, giveaways, and other acts of donor appreciation.
Manage and fulfill org-wide donation requests
Assume other responsibilities and new opportunities that arise with the evolving needs and aspirations of the organization.
Center our mission, guiding principles, and strategy in planning, decision-making, and communications.
Prioritize the people and communities we serve (program participants, guests, members, and partners) through excellent guest service (including in-person interactions, oral and written communication, collaboration, and coordination with other teams).
Contribute to a culture that is collaborative, creative, joyful, and fun.
Other duties as assigned.