Senior Administrative Coordinator for University Advancement - Concordia University - Irvine Ca

OFFICE PROFILE: The Division of University Advancement is responsible for the development, coordination and implementation of external communications and all fundraising and friendraising activities, including alumni & family relations and church & community relations. The Division of University Advancement is an integral part of the university's ministry and outreach. The University conducts annual fundraising programs and often engages in multi-year campaigns or initiatives supporting academic programs, athletics, capital projects, endowments and student aid.

ROLE: Provide assistance to the Vice President for University Advancement Communications with administrative tasks, scheduling and appointment setting; serve as telephone contact for the Vice President; assist with special University Advancement and university projects as needed. Help drive and/all campaigns by providing leadership and assistance in three main areas: reporting, communication, and prospect tracking.

APPOINTMENT:

• Recommended by Vice President for University Advancement
• Approved by the Chief Mission Officer

STAFF RELATIONSHIPS:

• Report to the Vice President for University Advancement
• Work closely with the Executive Director of Advancement Operations & Donor Stewardship
• Work closely with the Senior Director of External Relations
• Work closely with the Associate Vice President of Strategic Communications and the Associate Vice President of Marketing
• Work with all members of University Advancement, Marketing and Communications, and with executive and administrative assistants across campus
• Supervision of student workers and proposed Advancement additional support staff

SUPERVISORY RESPONSIBILITIES: Direct student employees. Carry out supervisory responsibilities in accordance with the university's policies and applicable laws.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING.

To perform this job successfully, an individual must be able to accomplish each of the below duties satisfactorily:

1. Ensure that the office of the Vice President for University Advancement is well organized and functions smoothly by managing office activities, scheduling meetings and appointments, making travel arrangements, maintaining the calendar of appointments and events, processing purchase orders and requisitions, and completing expense reports
2. Support the Vice President in his/her work in regards to key donor relationships:
   1. Coordinate logistics and communication for meetings of key volunteer leaders (e.g. Concordia University Foundation Board of Trustees and President's Advisory Council)
   2. Maintain enriching and positive relationships with civic, corporate, church, and philanthropic leaders and prospects in the city, county, region, district and LCMS.
   3. Work in coordination with the President's Office to support the President's philanthropic efforts and outreach in the community.
   4. Regularly communicate with University donors and prospects (e.g. phone calls, notes, emails, and personal visits)
3. Assist in many aspects of fundraising initiatives and campaigns including:
   1. Create, track and update donor profiles and reports to support campaign and/or initiatives
   2. Work with Special Events on the production of donor cultivation events
   3. Work with the Executive Director of Advancement Operations & Donor Stewardship to ensure stewardship of naming opportunities and donor recognition.
   4. Coordinate with the Associate Vice President of Strategic Communications and Associate Vice President of Marketing to implement any Advancement related communications plans
4. Assist the Senior Director of External Relations in communicating with community groups (e.g. numerous Chambers of Commerce, City of Irvine) in the organization of outward facing events (e.g. Irvine Global Village Festival and Concordia Serves) as well as inward facing events (e.g. Pastor Day, Western Alliance)
5. Utilize the campus constituent relationship management database (currently RE NXT) to update, track, and store donor records as necessary
6. Maintain files, track relationships and monitor pledges/gifts for campaign prospects and donors.
7. Order supplies for the Advancement team, and generally oversee the smooth operation of the activities of the department
8. Carry out other duties as required and assigned by the Vice President for University Advancement

EDUCATION AND/OR EXPERIENCE: Bachelor's degree from an accredited college or university; two years of administrative work experience or related fields; or an equivalent combination of education and experience. Experience working in a university setting as a professional preferred. Familiarity with development functions, Concordia University Irvine and its mission are a plus.