Donor Relations and Engagement Coordinator

Art Institute of Chicago•Chicago, IL

2d•Onsite

About The Position

The Advancement Office at the School of the Art Institute of Chicago (SAIC) plays a vital role in supporting the school’s mission to educate and empower the world’s most influential artists, designers and scholars. Advancement partners strategically with the internal and external stakeholders to build enduring relationships, secure philanthropic support and steward resources that enhance the students experience, fuel academic excellence and strengthen SAIC’s impact locally and globally. The team leads a broad range of activities including fundraising, major and planned giving, advancement services and operations, alumni engagement and donor relations. By leveraging best-in-class systems, data insights and creative engagement strategies. Advancement ensures that SAIC can continue to provide world –class resources – from faculty support and scholarship funding to state-of-the-art facilities and innovative programs. Collaborations across departments, thoughtful stewardship and a commitment to community and creative are at the heart of the office’s work. The Donor Relations and Engagement Coordinator supports the School of the Art Institute of Chicago’s Office of Advancement by coordinating the logistical and administrative components of donor, alumni, and institutional engagement activities. Under the direction of the Associate Director, Donor Relations and Engagement and in collaboration with the Executive Director, Advancement Strategy and Operations, the Coordinator supports the execution of events, engagement programs, and stewardship activities. This position helps ensure the smooth implementation of these activities by coordinating logistics, maintaining accurate records, preparing materials, and providing onsite and administrative support.

Requirements

Bachelor’s degree or current enrollment in a bachelor’s degree program.
One to two years of experience in administrative support, event coordination, hospitality, customer service, or a related area.
Experience using Microsoft Office and Google Workspace.
Ability to work occasional evenings and weekends to support events.
Experience working in a fundraising, advancement, nonprofit, higher education, arts, or cultural organization.
Experience using a customer relationship management or donor database system
Strong organizational, time-management skills, attention to detail and accuracy.
Ability to manage multiple assignments and meet established deadlines.
Effective written and verbal communication skills.
Strong interpersonal and customer-service skills.
Ability to interact professionally with donors, alumni, guests, vendors, and colleagues.
Ability to follow established procedures and work both independently and collaboratively.
Ability to exercise discretion when handling confidential donor and institutional information.
Ability to adapt to changing priorities and respond calmly to event-related needs.
Basic knowledge of event coordination and administrative practices.
Proficiency in Microsoft Office and Google Workspace.
Ability to learn and accurately use Advancement databases and other institutional systems.

Responsibilities

Coordinates logistical arrangements for donor, alumni, and institutional events, including room reservations, catering requests, and campus service submissions.
Maintains event calendars, timelines, task lists, and other tracking documents to support the timely completion of event-related activities.
Tracks event registrations, RSVPs, guest lists, attendance, and other participation information.
Prepares and organizes event materials, including invitations, name tags, signage, programs, and printed collateral.
Conducts vendor research, gathers cost estimates, and assists with coordinating vendor services and deliverables.
Provides onsite support for event setup, registration, guest assistance, event execution, and breakdown.
Responds to routine event-related questions and communicates logistical information to guests, vendors, and internal partners.
Assists with invoice processing, purchasing documentation, and basic budget tracking in coordination with team members.
Provides production and administrative support for donor stewardship initiatives, including mailings and materials preparation.
Enters and updates event, donor, and engagement information in Advancement systems and databases.
Organizes and maintains accurate electronic and physical files related to events, donor relations, and stewardship activities.
Performs other related duties as assigned to support the goals and priorities of the Office of Advancement.