Advancement Services Coordinator

Advancement Services Coordinator

Seattle University

FLSA Status: Nonexempt

Months Per Year: 12

Hours Per Week: 37.5

Employment Status: Full-Time

Work Model: Hybrid Eligible*

Seattle University will be one of the most innovative and progressive Jesuit and Catholic universities in the world, educating with excellence at the undergraduate, graduate, and professional levels. We embrace an intersectional framework for defining diversity in its broadest sense, including differences in gender, gender identity, race, ethnicity, generational history, culture, socioeconomic class, religion, sexual orientation, national origin, citizenship status, political perspectives, geographic origin and physical ability. Seattle University strives to be a welcome, open and safe campus climate for all who learn, live and work at Seattle University.

Seattle University's Core Competencies

• Effective Team Collaboration: Works harmoniously with others towards a common goal, leveraging individual strengths to achieve shared objectives.
• Emotionally Intelligent Communication: Engages in a skillful exchange of information, thoughts, and feelings, verbally and non-verbally.
• Ethics and Integrity: Demonstrates an unwavering commitment to honesty, professionalism, and alignment with our Jesuit mission in all actions and decisions.
• Flexibility and Innovation: Embraces change, approaching problems with curiosity adaptability, and is committed to making a positive impact.
• Mindful Inclusion: Fosters mindful inclusion by consciously creating a workplace that celebrates differences, embraces cultural humility, and empowers uniqueness.
• Outcomes-Driven Orientation: Sets clear objectives, pursues excellence, and delivers measurable outcomes while upholding Jesuit Catholic values.

Position Description

Reporting to the Director for Advancement Services, Gift Processing, the Advancement Services Coordinator is responsible for the timely and accurate receipting of all charitable gifts to Seattle University. This role also assists with other gift processing or data maintenance functions, and departmental administrative functions, including budget reconciliation.

This position is highly database-focused and involves extensive work in Raiser's Edge NXT and related systems. The ideal candidate enjoys detail-oriented, process-driven work, is comfortable working independently, and takes pride in producing accurate data and polished donor-facing documents.

Duties and Responsibilities

Gift Receipting & Processing 65%

• Prepare, proof, send, and file all tax-deductible receipts for charitable donations.
• Ensure tax receipts are sent in a timely manner and comply with IRS regulations and CASE best practices; complete quarterly receipt audits.
• Serve as the first point of contact for receiving gifts and pledges, preparing them for processing, and coordinating workflow with team members.
• Prepare, proof, and send donor pledge reminders monthly.
• Respond to donor and campus partner inquiries related to tax receipts, pledge reminders, and other gift-related communications.
• Assist Director of Gift Processing with document retrieval and research for time-sensitive projects.

Data Entry & Research 25%

• Utilize research tools, university data sources, and direct correspondence to update contact and employment information in the alumni and donor database.
• Manage the collection of volunteer-related information across campus and process and enter it into the database.
• Perform other duties as assigned.

Administrative Support 10%

• Provide departmental support, including managing shared inboxes and phones; maintaining Advancement Services specific supply inventory; organizing electronic files; submitting work order requests; processing reimbursements; and assisting new co-workers and student workers with onboarding processes.
• Assist the AVP of Advancement Services with departmental budget reconciliation.

Qualifications

• Strong computer proficiency, particularly in Microsoft Office, with the ability to quickly learn new systems and work extensively in databases and spreadsheets.
• Exceptional attention to detail and ability to interpret and resolve complex donor receipting issues.
• Strong organizational skills and ability to manage multiple priorities in a fast-paced environment.
• Effective verbal and written communication skills.
• Ability to work independently and collaboratively while building positive relationships with staff, faculty, students, alumni, and donors.
• Demonstrated discretion, sound judgment, and ability to handle sensitive and confidential information in alignment with institutional mission and values.

Preferred Qualifications

• Bachelor's degree and/or any combination of education and experience sufficient to successfully perform the essential duties of the job.
• One or more years of relevant work experience with relational databases including data entry.
• Experience working in fundraising and/or higher education.
• Experience with Raiser's Edge is a plus.

Application Instructions

Please attach a cover letter with your resume when applying. Job postings are open until filled, unless otherwise specified.

Compensation at a Glance

Salary Range: $50,000 - $54,000

Seattle University has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, and not based on a candidate's gender or any other protected status.

Your total compensation goes beyond the number on your paycheck. Seattle University provides generous leave, health plans, and retirement contributions that add to your total compensation package.

Benefits at a Glance

Consistent with its fundamental Jesuit values, Seattle University offers a wide range of benefits designed to care for the whole person. Choose from three different medical plans, a dental, and vision insurance programs. Protect your income with life, short & long-term disability coverage. Plan for your future with up to a 10% employer contribution for retirement benefits, comprised of a 5% nonelective employer contribution and an additional dollar-for-dollar match of your voluntary contributions up to a maximum of 5%. You may also take advantage of 100% paid tuition benefits for the employee and dependents, a subsidized transportation benefit, a wellness program with free access to an onsite fitness facility, and a wide variety of campus events. Enjoy a generous holiday schedule, including a paid Holiday break closure in December, vacation and paid sick leave, and paid community service leave. For more information explore the Benefits website.

Hybrid Eligible

This position may be eligible for a hybrid schedule after successful completion of an introductory work period of 3-6 months. This may mean that a hybrid eligible role will begin on-campus initially and then will transition to hybrid format following onboarding and training. Flexible work plans are subject to periodic review and may be changed or terminated at any time for any reason at the university's discretion.

*All employment offers are contingent upon the successful completion of a background check.*