Coordinator, Advancement Operations and Donor Relations

Job Summary/Basic Function

The coordinator of advancement operations and donor relations is responsible for supporting the University's strategic fundraising initiatives as directed by the vice president. The position provides day-to-day support for the operations of the division, project management support for donor relations, and high-level administrative functions for the vice president.

The coordinator oversees multiple projects to support donor relations and collaborates with internal and external constituents in support of fundraising and stewardship initiatives. The position manages donor events to ensure deliverables and milestones are met; processes donor agreements by coordinating with stakeholders and ensuring all steps are completed in a timely and compliant manner; and ensures accuracy and compliance by auditing donor records and office processes while safeguarding data integrity. The coordinator collaborates and communicates with team members and departments to ensure alignment on donor-related initiatives and office needs.

The position oversees division operations by developing and maintaining efficient administrative systems, improving workflows, ensuring compliance with institutional policies, and fostering team collaboration through onboarding, training, and professional development initiatives, while also identifying opportunities for process improvements to support the University's fundraising goals. Additionally, the coordinator provides executive support by managing the Vice President's daily schedule, communications, and meetings, ensuring follow-up on action items, prioritizing emails and requests, and managing multiple projects with timelines and deliverables to support donor relations and strategic advancement initiatives.

Minimum Qualifications

• Bachelor's degree
• Minimum of 2 years related work experience
• Demonstrated experience with coordinating and managing high-priority projects
• Demonstrated ability to handle confidential information with discretion
• Excellent verbal and written communication skills
• Exceptional organizational and time-management skills
• Strong analytical and critical thinking skills
• Proficiency in MS Office Suite and Internet-based collaboration tools
• Must be detail-oriented and organized
• Effective problem-solving and project management skills
• Ability to think and act independently, and work in a fast-paced environment
• Ability to create and sustain a professional and collaborative work environment
• Ability to manage multiple priorities with a high level of accuracy and attention to detail

Preferred Qualifications

• Minimum of 3 years of experience in administrative support, preferably in a senior executive environment
• Experience in fundraising or advancement
• Minimum of 3 years of experience in event planning
• Bachelor's degree in communication, business, or related field

Essential Functions and percent of time

Project Management (50%)

• Manage and oversee the communication and assessment of divisional goals, objectives, strategic plans, policies, and operating procedures for University Advancement, which are critical to fundraising efforts.
• Ensure the success of donor events by coordinating logistics and communication with all stakeholders, including liaising with vendors, venues, and service providers, and ensuring that deliverables and milestones are met.
• Manage donor agreement and related documentation processing to confirm all required steps are completed and meet organizational standards, including coordinating with relevant stakeholders to facilitate timely completion, monitoring, and following up on outstanding items to ensure all next steps in the agreement process are fulfilled.
• Oversee and track donor-related items, ensure proper handling, storage, documentation, and office supply inventory and procurement to support ongoing operations and special projects.
• Conduct regular audits of donor records and office processes to ensure accuracy, compliance, and adherence to organizational policies while maintaining a high level of attention to detail to safeguard the integrity of donor data and documentation.
• Provide consistent communication with team members and departments to ensure alignment on donor-related initiatives and office needs.

Administrative Support (35%)

• Develop and ensure an integrated approach to communications for the division, including reports to the President's Council and Board of Trustees, communications with advancement management leadership, and interactions with University constituents.
• Support the vice president with effective and strategic calendaring, meeting organization, agenda preparation, committee management, and event planning for divisional activities.
• Ensure seamless communication by serving as the primary point of contact between the Vice President and internal/external stakeholders.
• Ensure completion of action items by tracking decisions and deadlines discussed in meetings and communicating outcomes to appropriate stakeholders and team members.
• Oversee multiple projects to support the work of donor relations and collaborate with internal and external constituents in support of fundraising and stewardship initiatives.
• Direct administrative and other initiatives related to the university's fundraising operations, as well as special projects and programs initiated by the Vice President of Advancement.

Non-Essential Functions and percent of time

Divisional Operations & Planning (15%)

• Manage the daily operation of the division, ensuring that priority projects and processes are completed effectively, on time, and on budget.
• Ensure compliance with budget parameters, efficiently process purchase orders, check requests, and manage office supplies and donor gifts.
• Oversee and direct divisional onboarding, including coordination of all aspects of training for new hires, including but not limited to new staff paperwork, new staff training schedules, training manuals, division flowcharts, and employee lists.
• Fosters a collaborative environment by supporting advancement team initiatives and projects.
• Develops and implements streamlined processes to improve the efficiency and effectiveness of office operations.

Working Conditions

Some nights and weekends.To preserve the safety and security of the campus community and to maintain the integrity of university operations, it is the policy of Wright State University making an employment offer contingent on various background checks, such as a criminal record, credit history when job related and/or education verifications. Additionally, an administrative review shall be conducted whenever the university learns that an employee is charged with or convicted of a crime (except for minor vehicle violations). Frequently asked questions related to background checks may be found on the Human resources website at http://www.wright.edu/human-resources.Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free. Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University. This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees.

Special Instructions to Applicants

First Consideration Date: 04/06/2026

Closing Date:

Open Until Filled: Yes