Advancement Operations Coordinator

SUMMARY

In support of the university's mission and objectives, the Advancement Operations Coordinator facilitates the daily operations of the Advancement office to ensure smooth operations. This position manages projects for both the Marketing and Development teams, coordinating tasks ranging from vendor relationships and marketing orders to photo requests and event support. Additionally, the coordinator handles administrative duties and fosters effective collaboration across departments.

Operations Support

• Manages daily operations of the Advancement-Marketing office to maintain excellent front office presentation, vendor deliveries, and student worker spaces and schedules.
• Manages office supplies and furniture orders, ensuring regular deliveries of essential items.
• Maintains a record of office storage spaces and equipment inventory for Creative Services and Marketing team supplies.
• Supports the Events Manager with preparations for special events such as purchasing event supplies, ensuring timely delivery, and coordinating vendor communications specific to events.
• Coordinates student volunteers and talent for photo and video shoots.

Administrative Support

• Maintains the Advancement Office calendar for staff.
• Organizes and communicates details about team meetings and gatherings.
• Plans the onboarding process for new personnel to the Advancement team.
• Provides administrative support to the Associate Vice President of Marketing.
• Manages department contracts, ensuring prompt and accurate contract coordination with vendors and payment processing according to Business Office procedures.

Finance Processing

• Processes requisitions and tracks purchase orders to ensure timely processing of payments.
• Reconciles credit card purchases for the Advancement staff ensuring all receipts are obtained and documentation is submitted to the Business Office.
• Updates budget spending, produces monthly reports, and coordinates budget request information within the university's budget management system.
• Executes expense reports for Advancement staff.
• Maintains memberships for the Advancement staff.
• Facilitates new vendor set ups in the university financial management system.
• Coordinates with ITS on equipment purchases for Advancement team needs.
• Other duties as assigned.