College Advancement Coordinator

GENERAL SUMMARY

Reporting to the Executive Director, the College Advancement Coordinator serves as an office manager for the College Advancement department. This role includes both administrative duties and project oversight responsibilities. The Coordinator is primarily responsible for special events, gift processing, donor acknowledgment, and donor database management.

Essential Job Functions

Special Events

• Facilitates the efficient running of events, including Pinning Ceremonies (3/year), Commencement, Scholarship Ceremony, donor events, alumni events, and reunions

• Maintains an annual calendar of event activities

• Communicates with event vendors, collects quotes, manages contracts, and processes purchase requisitions

Development

• Serves as a database manager for the donor management system Razor's Edge

• Processes donations with accuracy and timeliness, capturing the appropriate data in the donor management software and quickly generating donor acknowledgment letters

• Provides regular database maintenance ensuring accuracy in donor records

• Generates fundraising reports and special reports as requested

• Assists in collecting information for grant and foundation proposals

• Assists team with the annual scholarship process, including donor updates, recipient thank you notes, student data collection, etc.

• Provide administrative support to the Alumni Council as needed

Communications

• Works with the College Advancement team to communicate regularly with donors and alumni

• Maintains segmented email and mailing lists within Razor's Edge

• Collects content for Student Newsletters, social media posts, the Labouré News, and the Annual Report

• Assists with photo and video shoots as needed

• Maintenance of signage, SWAG, branded materials

Other Duties and Responsibilities

• Supports the Executive Director with administrative duties, supports members of the College Advancement team with projects as needed

• Answers general College Advancement phone lines, voicemails, and email accounts and transfers messages to an appropriate team member

• Monitors and processes Advancement mail

Competencies

• Attention to detail is extremely important

• Good Customer Service

• Able to communicate respectfully and professionally with students, donors, alumni, and Labouré community members.

• Teamwork

• Shows respect to team members at all times; values the opinions of others; assists others when needed; participates effectively as a team member; balances personal contributions and needs with those of other team members to achieve common objectives.

Preparation, Knowledge, Skills & Abilities

• Bachelor's degree preferred

• Experience with Razor's Edge is a plus, but training will be provided

• Experience in event management a plus, though training and guidance will be provided

• Valid Massachusetts license and access to a vehicle required

• Availability for evening and weekend events (approximately 10x/year)

• Ability to lift 20 lbs., walk up and down stairs

• Comfortable speaking with individuals and groups

• Ability to write clearly, professionally , and effectively

• Excellent organizational and prioritizing skills

• Ability to quickly learn necessary fundraising software tools

• Proficiency in PowerPoint, Word, Excel, and Adobe Creative Suit