"Coordinator, Philanthropy"

Job Description

The Philanthropy Coordinator supports the Alumni, Engagement and Philanthropy (AEP) division by performing a variety of administrative, gift processing, data management, and donor stewardship functions. Under the supervision of the Chief of Staff of AEP Operations, this position plays a key role in ensuring accurate gift entry, donor communication, and data integrity for the University and Foundation.

Key Responsibilities

Gift Processing & Compliance

• Assist with daily donation processing, including gift entry, donor research, and verification of fund information and supporting documentation.
• Maintain up-to-date knowledge of IRS and CASE gift policies and best practices and serve as a division resource on these standards.
• Generate, merge, edit, and print tax receipts, memorial/honorarium notifications, and year-end tax statements.
• Manage matching gift workflows, including retrieving documentation from company portals and updating records in Raiser's Edge.
• Pledge management: process, track, and mail pledge reminders; manage pledge verification and updating; manage pledge write-offs and notifications.
• Track, reconcile, and report deposits and clearing account adjustments.

Data & Reporting

• Create, research, update, and maintain donor records in Raiser's Edge.
• Oversee reconciliation processes and assist with database cleanup.
• Provide weekly, monthly, and ad hoc giving reports to campus departments, including stewardship and membership tracking information.
• Support alumni and annual giving teams with payroll deduction verification and reporting.
• Provide account balances and fund details to departments as requested.

Administrative & Operational Support

• Provide administrative support to Chief of Staff, Development Officers, Associate Vice President, the Vice President, and APSU Foundation as needed.
• Assist in monitoring and tracking budgets.
• Assist with vendor tracking, invoice management including required documentation for technology security and university procurement.
• Support fundraising, stewardship, and event mailings.
• Manage inventory, maintenance, and ordering of office supplies and selected logo items.
• Assist with onboarding new employees within the division.
• Serve as the building coordinator to include tracking and entering office work orders
• Answer main phone line, greet guests, and support general office communications including scheduling, agenda preparation, and meeting minutes.

Leadership & Oversight

• Provide leadership in applying IRS and CASE gift policies and best practices for the division.
• Manage pledge processes and systems, including reminders, gift updates, and mailings.
• Manage gift invoice entry and tracking.
• Oversee reconciliation and adjustments in Raiser's Edge and assist with database clean-up.
• Oversee fundraising notification processes and distribution of giving and stewardship reports.
• Guide and supervise student workers.
• Attend and assist with university events as needed.
• Perform other job-related duties as assigned.

Key Competencies:

• Proficiency with computers and related software (Outlook, Word, Excel) and experience with CRM databases.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to work effectively with diverse populations, university personnel, and the public.
• Strong organizational skills with the ability to manage multiple tasks, problem solve, and maintain accurate files (physical and digital).
• Ability to prepare accurate records and reports.
• Ability to work occasional evenings and weekends as needed.

Minimum Qualifications:

• High school graduate or equivalent.
• Minimum of three (3) years of office experience.
• High level of computer literacy.
• Ability to work some evenings and weekends during peak periods.