Advancement Operations & Support Coordinator

Mitchell Hamline School of Law•St Paul, MN

11h•$22 - $29

About The Position

Mitchell Hamline School of Law is seeking to hire a full-time Advancement Operations & Support Coordinator. This position provides essential general office operations support to the Mitchell Hamline Office of Advancement and specifically to members of the advancement leadership team. This role is responsible for coordinating departmental operations, ensuring effective budget, invoice and billing processes, and strengthening the department's ability to engage alumni and donors. Reporting to the Vice President of Advancement, the role provides comprehensive administrative and logistical support to Director of Alumni Relations, Director of Operations, and Chief Marketing Officer. Essential Duties and Responsibilities: Administrative Support for Advancement Leadership Serves as primary support for alumni relations, the alumni board, marketing and advancement services. Performs basic Raiser's Edge tasks such as updating constituent records, pulling simple queries or reports, and maintaining data accuracy. Serves as a backup for gift processing by assisting with gift entry, acknowledgments, and preparing daily deposits as needed. Scans and archives pledges, gift agreements, and other critical documents. Serves as a backup for prospect research and the creation of prospect profiles, briefing memos and event bios as needed. Manage calendars, travel, and meeting logistics for advancement leadership. Maintain department files, archives, supplies, and vendor relationships. Supervise student workers and coordinate office workflow. Oversee supplies, department filing systems, and vendor relationships. Departmental Operations Coordination Maintains a clean, organized department and oversees office resources, including supply inventory and event-related materials. Coordinates hiring, onboarding, and work assignments for student workers. Manages incoming and outgoing mail and maintains departmental calendars and meeting schedules. Maintains departmental archives (paper and electronic) and ensures procedure documentation is accurate and up to date. Provides general office support, including scheduling meetings, organizing shared files, and routing internal inquiries to appropriate team members. Supports the onboarding of new staff and student workers by preparing workspace materials and orientation documents. Coordinates hiring and work assignments for student workers. Maintains departmental archives (paper and electronic) and ensures up-to-date procedure documentation. Budget Tracking and Invoice Processing Coordinates purchase orders and ensures timely, accurate processing of invoices. Manages P-card reconciliations and assists in tracking expenditures against approved budgets. Prepares and distributes quarterly budget updates to inform departmental decision-making. Supports annual budget planning by compiling and organizing prior fiscal year data and collaborating with finance staff to input and monitor new budgets. Event, Alumni, and Donor Stewardship Support Assists with department-wide events by preparing nametags, registration lists, and donor recognition materials. Assists with the endowment reporting process by preparing detailed donor reports, allocating portions of gifts to the correct funds, and maintaining organized records for compliance and stewardship purposes. Helps prepare and distribute basic marketing and communication materials for events and fundraising initiatives. Assists with email outreach, social media postings, and website updates to enhance alumni and donor engagement as needed. Ensures accuracy and brand consistency in promotional and stewardship communications as needed. Secondary Job Activities: Performs additional tasks as assigned to support advancement efforts and institutional priorities, including onboarding new employees, resolving P-card and vendor payment issues, and handling ad hoc projects. An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

Requirements

Strong proficiency in Raiser's Edge (or similar CRM), including data entry, reporting, and record management.
Excellent organizational and project management skills to balance multiple priorities and meet deadlines.
Strong written and verbal communication skills with acute attention to detail and accuracy.
Financial and budget management skills with the ability to process invoices and prepare reports.
High level of discretion in handling confidential donor and institutional information.
Bachelor's degree or equivalent combination of education and experience.
3+ years of experience in nonprofit administration, advancement services, or higher education development.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and comfort with learning new software systems.

Nice To Haves

5+ years of experience in development, sales, advancement operations, prospect research, or donor stewardship.
Direct experience with Raiser's Edge or Raiser's Edge NXT.
Familiarity with financial systems (e.g., Agresso, Jenzabar) and budget management in a higher education setting.
Knowledge of FERPA, charitable solicitation laws, and data privacy standards.

Responsibilities

Administrative Support for Advancement Leadership Serves as primary support for alumni relations, the alumni board, marketing and advancement services.
Performs basic Raiser's Edge tasks such as updating constituent records, pulling simple queries or reports, and maintaining data accuracy.
Serves as a backup for gift processing by assisting with gift entry, acknowledgments, and preparing daily deposits as needed.
Scans and archives pledges, gift agreements, and other critical documents.
Serves as a backup for prospect research and the creation of prospect profiles, briefing memos and event bios as needed.
Manage calendars, travel, and meeting logistics for advancement leadership.
Maintain department files, archives, supplies, and vendor relationships.
Supervise student workers and coordinate office workflow.
Oversee supplies, department filing systems, and vendor relationships.
Maintains a clean, organized department and oversees office resources, including supply inventory and event-related materials.
Coordinates hiring, onboarding, and work assignments for student workers.
Manages incoming and outgoing mail and maintains departmental calendars and meeting schedules.
Maintains departmental archives (paper and electronic) and ensures procedure documentation is accurate and up to date.
Provides general office support, including scheduling meetings, organizing shared files, and routing internal inquiries to appropriate team members.
Supports the onboarding of new staff and student workers by preparing workspace materials and orientation documents.
Coordinates hiring and work assignments for student workers.
Maintains departmental archives (paper and electronic) and ensures up-to-date procedure documentation.
Coordinates purchase orders and ensures timely, accurate processing of invoices.
Manages P-card reconciliations and assists in tracking expenditures against approved budgets.
Prepares and distributes quarterly budget updates to inform departmental decision-making.
Supports annual budget planning by compiling and organizing prior fiscal year data and collaborating with finance staff to input and monitor new budgets.
Assists with department-wide events by preparing nametags, registration lists, and donor recognition materials.
Assists with the endowment reporting process by preparing detailed donor reports, allocating portions of gifts to the correct funds, and maintaining organized records for compliance and stewardship purposes.
Helps prepare and distribute basic marketing and communication materials for events and fundraising initiatives.
Assists with email outreach, social media postings, and website updates to enhance alumni and donor engagement as needed.
Ensures accuracy and brand consistency in promotional and stewardship communications as needed.
Performs additional tasks as assigned to support advancement efforts and institutional priorities, including onboarding new employees, resolving P-card and vendor payment issues, and handling ad hoc projects.