Advancement Services Coordinator

Job Title: Advancement Services Coordinator Department: Advancement Services Reports to: Director, Advancement Services Status: Full-time, Benefit Eligible Rate: $22.36 hourly Location: Lisle Campus Position Summary: The Advancement Services Coordinator is responsible for supporting the University's fundraising operations and donor experience through accurate gift processing, donor data management, reconciliation, reporting, and donor stewardship.

The position maintains accurate donor and alumni information in Raiser’s Edge NXT, processes gifts and related transactions, supports gift reconciliation and reporting activities, and provides professional service to donors and University colleagues. The Coordinator also coordinates donor recognition, scholarship stewardship, donor communications, and engagement activities.

The Coordinator works closely with the Director of Advancement Services, the Benedictine Fund Alumni Relations Office, Finance, Athletics, and other University departments to ensure gifts are accurately processed and donors are appropriately recognized, informed, and engaged. The ideal candidate is highly detail-oriented and organized while also being comfortable communicating with donors, alumni, students, and colleagues in a variety of settings.

Essential Job Responsibilities:

1. Gift Processing, Reconciliation Deposit Operations Receive, analyze, and process gifts of cash, checks, credit cards, online gifts, bank drafts, in-kind gifts, pledges, securities, matching gifts, payroll deductions, and gifts received through athletic fundraising platforms such as e. Team. Sponsor. Research missing or incomplete information and communicate with Advancement colleagues, other departments, Finance, Athletics, and donors to determine the proper way to process, deposit, designate, and record gifts. Set up new designation numbers and appeal codes in Raiser’s Edge and coordinate with the Finance Department as needed to allocate gifts to the proper budget accounts. Generate and process gift deposits, run deposit detail and daily batch reports, and create and maintain electronic files of posted gift documentation and batch reports. Perform routine reconciliation between Raiser’s Edge and online payment gateways and support the Director of Advancement Services in reconciling and exporting gift data for Finance during month-end close. Process online gifts associated with Athletic campaigns through e. Team. Sponsor, including reconciling online gift batches and communicating with donors, Athletics, and Finance to research and resolve credit card disputes and other gift-processing issues.
2. Gift Administration Donor Services Schedule and maintain recurring gifts and ensure timely processing and annual acknowledgments. Prepare and issue gift receipts and standard acknowledgment correspondence, including combined gift receipts and thank-you letters. Maintain information related to matching gift companies and donor-advised fund organizations, including communicating with corporate representatives and fund administrators as needed. Respond to routine donor questions regarding gifts, receipts, acknowledgments, recurring gifts, and related gift administration, and update donor records accordingly. Assist in defining and documenting policies and procedures and identifying opportunities to improve Advancement Services processes and efficiency. Assist with departmental projects, team meetings, events, and other Advancement initiatives as applicable. Create team meeting agendas and take team meeting notes. Perform other duties as assigned by the Director of Advancement Services.
3. Raiser’s Edge Data Management Create new constituent records and research and update donor and alumni information in Raiser’s Edge NXT. Support data integrity initiatives, identify and resolve incomplete or inconsistent information, and maintain accurate and confidential constituent records. Run established Raiser’s Edge and Advancement Services reports as needed for gift processing, stewardship, and departmental activities. Utilize available research tools to conduct basic research and prospect identification searches as required.
4. Donor Recognition Stewardship Programs Coordinate donor recognition and stewardship programs, including the University's President's Circle recognition program for annual donors of $1,000 or more. Identify donors who meet established recognition criteria, coordinate recognition communications and activities, maintain accurate stewardship records, and monitor follow-up activities. Identify opportunities to enhance donor recognition and stewardship programs, develop recommendations with the Director of Advancement Services, and implement approved initiatives.
5. Scholarship Stewardship Coordinate stewardship activities for donor-established scholarships, including gathering student thank-you letters and other required information, preparing annual scholarship financial statements and stewardship packets, and distributing materials to donors. Work with appropriate University offices, students, and other individuals to obtain required materials and ensure stewardship activities are completed accurately and on schedule. Maintain appropriate scholarship stewardship records and follow up on outstanding materials.
6. Stewardship Planning/Communications Donor Engagement Develop and coordinate donor stewardship communications and engagement activities beyond standard gift acknowledgments. Assist with personalized donor communications, donor impact communications, recognition communications, and other stewardship initiatives. Communicate with donors through email, phone, written correspondence, and in-person interactions as appropriate. Respond to routine stewardship inquiries, maintain appropriate records of donor communications and activities, and assist with recurring donor engagement initiatives. Maintain a stewardship calendar and tracking system for recurring donor recognition, stewardship communications, scholarship stewardship, and other donor engagement activities. Monitor outstanding activities and deadlines and help ensure recurring stewardship responsibilities are completed in a timely manner. Identify opportunities to improve donor recognition, engagement, and stewardship processes; develop recommendations with the Director of Advancement Services; and implement approved initiatives.
7. Donor, Alumni Event Engagement Collaborate with the Benedictine Fund Alumni Relations Office and other University departments on donor and alumni engagement, recognition initiatives, giving-related activities, and special projects. Assist with donor, alumni, and University events, including event preparation, communications, materials, registration, and follow-up. Interact professionally with donors, alumni, students, University personnel, and other constituents. Occasionally attend University, donor, and alumni events outside normal business hours.