University Advancement Coordinator

POSITION TITLE: University Advancement Coordinator

DEPARTMENT: University Advancement

REPORTS TO: Vice President of University Advancement

Provide administrative support to senior leadership team within University Advancement as well as other members/functions of the division, including major gifts, corporate & community relations, donor relations, alumnae/i relations, advancement services, and annual giving. Assist with onboarding new divisional staff as well as special projects, as assigned. Work alongside University Advancement team to support marketing and communication projects in support of divisional initiatives.

To support Dominican University’s mission of preparing students to pursue truth, to give compassionate service, and to participate in the creation of more just and humane world.

• Prepare standard acknowledgement letters for president and vice president for University Advancement (UA) according to the department’s Gift Acknowledgement Process.
• Maintain calendars for UA senior leadership team.
• In collaboration with UA team and the Office of Marketing and Communications, serve as primary contact between those two offices, and create and manage written and digital content to support fundraising, donor relations, and alumnae/i engagement.
• Schedule on-campus meetings, prepare room reservations and facility set-up forms, and arrange for catering and technology as needed.
• Prepare all materials needed for briefings to donors and prospects, including travel books/itineraries for university leadership and major gift officers.
• Lead the onboarding process for new employees, ensuring a smooth transition into the department. This includes preparing and updating onboarding materials, facilitating introductory sessions, and ensuring that new hires have all the necessary resources and information to succeed in their roles.
• Assist in maintaining electronic and paper files of constituents.
• Aid in the oversight of UA public email accounts, responding to messages or directing to appropriate staff members, as needed.
• Answer telephone in absence of department staff.
• Distribute mail daily to members of the department, as needed.
• Monitor department expenditures and prepare invoices for payment as appropriate.
• Maintain inventory of office supplies for the department.
• Manage sensitive and confidential information with the highest level of discretion, ensuring compliance with privacy policies, and maintaining the integrity of confidential records. Demonstrate professional conduct when handling proprietary or personal data related to donors, alumnae/i, or the department.
• Ability to support evening and weekend divisional events and activities, as needed.
• Undertake other duties and responsibilities as assigned and appropriate, recognizing the University Advancement is an integrated office requiring occasional participation in assignments that do not fall under this specific job description.

• A minimum of an associate’s degree
• A minimum of 2 to 3 years of administrative experience.
• High level of proficiency with Microsoft Office Suite (Including, but not limited to Word, Excel, PowerPoint and Outlook) and experience with learning and utilizing new technologies.
• Excellent communication and interpersonal skills
• Proven organizational skills
• Demonstrated professionalism and dependability
• Flexibility and initiative to undertake and complete multiple tasks in a timely manner

• Experience in fundraising or marketing.

• Ability to spend long durations of the workday sitting at a desk and working on a computer
• Ability to lift up to 15 pounds at times
• Note:
  
  accommodation will be made for applicants who cannot meet these physical demands

• FLSA Status: (Exempt/37.5 hrs wk)

Employment at Dominican University is contingent upon the successful completion of a background investigation.

Dominican University is a Catholic, comprehensive teaching university located in River Forest, a suburb of Chicago, with an additional campus in the Pilsen neighborhood of Chicago. Accredited…