"Advancement Operations Coordinator"

Position Purpose

The Advancement Operations Coordinator plays a critical role in supporting the mission of the Advancement division by ensuring that alumni and donor information is accurate, communication is timely, and internal workflows run smoothly. By maintaining data integrity, coordinating shared systems, and producing high-quality print materials, this position directly contributes to the success of fundraising initiatives, alumni engagement, and overall operational excellence. The Coordinator serves as a central connector within Advancement Services, supporting colleagues, enhancing efficiency, and ensuring the department delivers reliable and professional service to alumni, donors, and campus partners.

Job Description

The Advancement Operations Coordinator supports the day-to-day technical and operational needs of the Advancement Services team. Reporting to the Assistant Director of Advancement Services, this position plays a key role in ensuring accurate alumni and donor data management, managing departmental communication channels, coordinating workflow systems, and overseeing in-house print and mailing production.

The ideal candidate will be highly organized, detail-oriented, and comfortable working with both systems and people. This role requires balancing multiple priorities. Updating and maintaining records in Salesforce, managing shared departmental resources such as email and task tracking tools, executing print/mail projects, and supervising student workers. The Advancement Operations Coordinator will also provide general office and administrative support to ensure the Advancement department operates smoothly and efficiently.

Responsibilities

Alumni & Donor Data Management

• Update and maintain alumni and donor contact information in Salesforce.
• Ensure data accuracy, consistency, and completeness across Advancement records.
• Monitor and resolve duplicate or incomplete records.
• Partner with Advancement Services colleagues to support database integrity for communications, events, and fundraising initiatives.

Communication & Workflow Coordination

• Manage the shared Advancement Services email inbox, ensuring timely responses and accurate routing of requests.
• Serve as the primary administrator of the Advancement Services Planner in Microsoft Teams, coordinating tasks assigned by gift officers and tracking progress.
• Support internal communication processes to ensure efficient operations across Advancement teams.

Print & Mailing Production

• Manage in-house print production for Advancement, including small print runs and mass mailings of 5,000+ pieces.
• Oversee all stages of production: proofreading, reviewing proofs, ensuring quality control, and meeting deadlines.
• Collaborate with Advancement staff to establish production timelines and coordinate mail merge needs.
• Manage logistics for postage and delivery to the post office.

Student Worker Oversight

• Recruit, train, and supervise student workers to assist with production, assembly, and office tasks.
• Develop work schedules, assign responsibilities, and provide feedback and support to student staff.

Office & Administrative Support

• Assist with general office operations, including supply management, file organization, and other administrative tasks.
• Provide customer service to Advancement staff requesting print, data, or operational support.
• Perform other duties as assigned to support the Advancement Services team and departmental goals.

Requirements

Skills & Competencies

• Strong organizational skills with the ability to manage multiple projects and deadlines.
• Exceptional attention to detail and accuracy.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and Microsoft Teams.
• Ability to quickly learn and effectively use Salesforce for data management.
• Excellent written and verbal communication skills.
• Ability to troubleshoot and problem-solve in a fast-paced environment.

Preferred Qualifications

• Experience working in Salesforce or another CRM system.
• Familiarity with high-capacity printers and print production processes.
• Experience managing shared inboxes and/or task management tools.
• Supervisory experience, particularly with student or part-time staff.

Work Environment

• Private office in a building shared with campus and external visitors.
• Regular collaboration with staff across multiple Advancement teams.

Physical Demands

• Sitting, standing, and walking in a typical office environment.
• Lifting boxes of printed materials (1-20 lbs).
• Regular trips between office and production equipment.

Application Instructions

Applicants should submit an online application, cover letter, resume, and information for three professional references. Review of candidates will begin immediately and will continue until the position is filled. Berry College is an equal opportunity employer. For ADA Accommodations, please contact our ADA Coordinator at VTTY 706-233-4062.