Advancement Services Coordinator

Advancement Services Coordinator

Benedictine University is an inclusive academic community, inspired by the Catholic intellectual tradition and Benedictine values. We seek employees who will contribute to the advancement of our mission by helping students shape lives of meaning and purpose as engaged citizens who care for the Earth, welcome people of diverse faiths and cultures, and promote the common good.

Job Title: Advancement Services Coordinator

Department: Advancement Services

Reports to: Director, Advancement Services

Status: Full-time, Benefit Eligible

Rate: $22.36 hourly

Location: Lisle Campus

Position Summary: The Advancement Services Coordinator is responsible for supporting the University''s fundraising operations and donor experience through accurate gift processing, donor data management, reconciliation, reporting, and donor stewardship. The position maintains accurate donor and alumni information in Raiser's Edge NXT, processes gifts and related transactions, supports gift reconciliation and reporting activities, and provides professional service to donors and University colleagues.

The Coordinator also coordinates donor recognition, scholarship stewardship, donor communications, and engagement activities. The Coordinator works closely with the Director of Advancement Services, the Benedictine Fund & Alumni Relations Office, Finance, Athletics, and other University departments to ensure gifts are accurately processed and donors are appropriately recognized, informed, and engaged.

The ideal candidate is highly detail-oriented and organized while also being comfortable communicating with donors, alumni, students, and colleagues in a variety of settings.

Essential Job Responsibilities:

1. Gift Processing, Reconciliation & Deposit Operations

Receive, analyze, and process gifts of cash, checks, credit cards, online gifts, bank drafts, in-kind gifts, pledges, securities, matching gifts, payroll deductions, and gifts received through athletic fundraising platforms such as eTeamSponsor. Research missing or incomplete information and communicate with Advancement colleagues, other departments, Finance, Athletics, and donors to determine the proper way to process, deposit, designate, and record gifts. Set up new designation numbers and appeal codes in Raiser's Edge and coordinate with the Finance Department as needed to allocate gifts to the proper budget accounts. Generate and process gift deposits, run deposit detail and daily batch reports, and create and maintain electronic files of posted gift documentation and batch reports. Perform routine reconciliation between Raiser's Edge and online payment gateways and support the Director of Advancement Services in reconciling and exporting gift data for Finance during month-end close. Process online gifts associated with Athletic campaigns through eTeamSponsor, including reconciling online gift batches and communicating with donors, Athletics, and Finance to research and resolve credit card disputes and other gift-processing issues.

2. Gift Administration & Donor Services

Schedule and maintain recurring gifts and ensure timely processing and annual acknowledgments. Prepare and issue gift receipts and standard acknowledgment correspondence, including combined gift receipts and thank-you letters. Maintain information related to matching gift companies and donor-advised fund organizations, including communicating with corporate representatives and fund administrators as needed. Respond to routine donor questions regarding gifts, receipts, acknowledgments, recurring gifts, and related gift administration, and update donor records accordingly.

Assist in defining and documenting policies and procedures and identifying opportunities to improve Advancement Services processes and efficiency. Assist with departmental projects, team meetings, events, and other Advancement initiatives as applicable. Create team meeting agendas and take team meeting notes. Perform other duties as assigned by the Director of Advancement Services.

3. Raiser's Edge & Data Management

Create new constituent records and research and update donor and alumni information in Raiser's Edge NXT. Support data integrity initiatives, identify and resolve incomplete or inconsistent information, and maintain accurate and confidential constituent records. Run established Raiser's Edge and Advancement Services reports as needed for gift processing, stewardship, and departmental activities. Utilize available research tools to conduct basic research and prospect identification searches as required.

4. Donor Recognition & Stewardship Programs

Coordinate donor recognition and stewardship programs, including the University''s President''s Circle recognition program for annual donors of $1,000 or more. Identify donors who meet established recognition criteria, coordinate recognition communications and activities, maintain accurate stewardship records, and monitor follow-up activities. Identify opportunities to enhance donor recognition and stewardship programs, develop recommendations with the Director of Advancement Services, and implement approved initiatives.

5. Scholarship Stewardship

Coordinate stewardship activities for donor-established scholarships, including gathering student thank-you letters and other required information, preparing annual scholarship financial statements and stewardship packets, and distributing materials to donors. Work with appropriate University offices, students, and other individuals to obtain required materials and ensure stewardship activities are completed accurately and on schedule. Maintain appropriate scholarship stewardship records and follow up on outstanding materials.

6. Stewardship Planning/Communications & Donor Engagement

Develop and coordinate donor stewardship communications and engagement activities beyond standard gift acknowledgments. Assist with personalized donor communications, donor impact communications, recognition communications, and other stewardship initiatives. Communicate with donors through email, phone, written correspondence, and in-person interactions as appropriate. Respond to routine stewardship inquiries, maintain appropriate records of donor communications and activities, and assist with recurring donor engagement initiatives.

Maintain a stewardship calendar and tracking system for recurring donor recognition, stewardship communications, scholarship stewardship, and other donor engagement activities. Monitor outstanding activities and deadlines and help ensure recurring stewardship responsibilities are completed in a timely manner. Identify opportunities to improve donor recognition, engagement, and stewardship processes; develop recommendations with the Director of Advancement Services; and implement approved initiatives.

7. Donor, Alumni & Event Engagement

Collaborate with the Benedictine Fund & Alumni Relations Office and other University departments on donor and alumni engagement, recognition initiatives, giving-related activities, and special projects. Assist with donor, alumni, and University events, including event preparation, communications, materials, registration, and follow-up. Interact professionally with donors, alumni, students, University personnel, and other constituents. Occasionally attend University, donor, and alumni events outside normal business hours.

Required Qualifications:

Education: Bachelor''s Degree Required.

Experience: Experience with data entry, gift processing, advancement services, nonprofit administration, customer service, donor stewardship, data management, event coordination, or a related field. Experience with Raiser's Edge or another advancement database preferred.

Specific Skills: Strong customer service and interpersonal skills. Must be highly detail-oriented, well organized, accurate, and able to manage multiple processes, projects, and deadlines. Strong written and verbal communication skills.

Ability to communicate professionally with donors, alumni, students, University personnel, and external contacts. Ability to maintain confidential donor, financial, and University information. Ability to work independently while also collaborating effectively with colleagues and other departments. Ability to follow established procedures while identifying opportunities for process improvement. Demonstrated initiative, problem-solving skills, and ability to develop solutions with appropriate guidance. Comfortable working in both a highly detailed, data-focused environment and a donor-facing environment. Working knowledge of Microsoft Word, Excel, Outlook, and standard office technology.

Specific Knowledge, Licenses, Certifications:

Working knowledge of Raiser's Edge NXT or another advancement database preferred.

Knowledge of gift entry, batching, reconciliation, and gift acknowledgment processes preferred. Knowledge or experience with donor stewardship, recognition programs, donor communications, events, alumni engagement, or nonprofit operations preferred.

Physical Requirements:

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to touch, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds. Use of computer screen, phone and customer service. May require bending, or sitting for long periods of time.

Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The following of campus-specific guidelines for pandemic protocols are required.

Travel (If applicable): N/A

Supervisory Responsibility (if applicable): N/A

Working Conditions: Standard office environment

Training: As a University employee you are required to complete all University-specific and/or OSHA related training to fulfill your job duties. Specific training will be conducted online or in person. Employees must complete all trainings required by Benedictine University.

Employee Benefits Package:

We are pleased to offer the following benefits to support your health, well-being, and professional growth. Please note that benefits are subject to change and eligibility requirements may apply:

• Health Insurance: Comprehensive medical, dental and vision coverage to support your health needs.
• Disability Insurance: Protection for both short-term and long-term disability.
• Life Insurance: Financial security for your loved ones in case of the unexpected.
• Paid Time Off (PTO): Generous paid vacation, sick leave, and mental health days.
• Retirement Plans: Save for your future with our retirement savings options.
• Mental Health Support: Access to counseling and resources for mental well-being.
• Tuition Reimbursement: Financial support for your education and professional development.
• Financial Wellness Advisors: Personalized advice to help manage and plan your finances.
• Employee Assistance Programs (EAP): Confidential support for personal or work-related challenges.

Benedictine University does not discriminate in its admissions or educational policies, programs or activities; scholarship and loan programs; athletic and other University administered programs or employment practices on the basis of race, creed, color, national origin, sex, sexual orientation, age, disability, military or veteran status, marital status, citizenship, or any other characteristic protected by applicable law. The laws applicable to Benedictine University include constitutional and statutory protections of the University''s rights as a religiously sponsored institution. This policy of equal employment opportunity applies to all employment and personnel practices including, but not limited to, recruiting, hiring, promotion, training and compensation.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire. The following of campus specific guidelines for pandemic protocols are required.

Benedictine University is an Equal Opportunity Employer.