Advancement Services Coordinator

Seattle University

3d • $50,000 - $54,000 • Hybrid

About The Position

Reporting to the Director for Advancement Services, Gift Processing, the Advancement Services Coordinator is responsible for the timely and accurate receipting of all charitable gifts to Seattle University. This role also assists with other gift processing or data maintenance functions, and departmental administrative functions, including budget reconciliation.
This position is highly database-focused and involves extensive work in Raiser's Edge NXT and related systems. The ideal candidate enjoys detail-oriented, process-driven work, is comfortable working independently, and takes pride in producing accurate data and polished donor-facing documents.

Requirements

• Strong computer proficiency, particularly in Microsoft Office, with the ability to quickly learn new systems and work extensively in databases and spreadsheets.
• Exceptional attention to detail and ability to interpret and resolve complex donor receipting issues.
• Strong organizational skills and ability to manage multiple priorities in a fast-paced environment.
• Effective verbal and written communication skills.
• Ability to work independently and collaboratively while building positive relationships with staff, faculty, students, alumni, and donors.
• Demonstrated discretion, sound judgment, and ability to handle sensitive and confidential information in alignment with institutional mission and values.

Nice To Haves

• Bachelor’s degree and/or any combination of education and experience sufficient to successfully perform the essential duties of the job.
• One or more years of relevant work experience with relational databases including data entry.
• Experience working in fundraising and/or higher education.
• Experience with Raiser’s Edge is a plus.

Responsibilities

• Prepare, proof, send, and file all tax-deductible receipts for charitable donations.
• Ensure tax receipts are sent in a timely manner and comply with IRS regulations and CASE best practices; complete quarterly receipt audits.
• Serve as the first point of contact for receiving gifts and pledges, preparing them for processing, and coordinating workflow with team members.
• Prepare, proof, and send donor pledge reminders monthly.
• Respond to donor and campus partner inquiries related to tax receipts, pledge reminders, and other gift-related communications.
• Assist Director of Gift Processing with document retrieval and research for time-sensitive projects.
• Utilize research tools, university data sources, and direct correspondence to update contact and employment information in the alumni and donor database.
• Manage the collection of volunteer-related information across campus and process and enter it into the database.
• Perform other duties as assigned.
• Provide departmental support, including managing shared inboxes and phones; maintaining Advancement Services specific supply inventory; organizing electronic files; submitting work order requests; processing reimbursements; and assisting new co-workers and student workers with onboarding processes.
• Assist the AVP of Advancement Services with departmental budget reconciliation.

Benefits

• Seattle University provides generous leave, health plans, and retirement contributions that add to your total compensation package.
• Choose from three different medical plans, a dental, and vision insurance programs.
• Protect your income with life, short & long-term disability coverage.
• Plan for your future with up to a 10% employer contribution for retirement benefits, comprised of a 5% nonelective employer contribution and an additional dollar-for-dollar match of your voluntary contributions up to a maximum of 5%.
• You may also take advantage of 100% paid tuition benefits for the employee and dependents, a subsidized transportation benefit, a wellness program with free access to an onsite fitness facility, and a wide variety of campus events.
• Enjoy a generous holiday schedule, including a paid Holiday break closure in December, vacation and paid sick leave, and paid community service leave.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level