College Advancement Services Coordinator

SUMMARY STATEMENT

The College Advancement Services Coordinator performs a wide variety of operational and administrative tasks for the Office of College Advancement. This position requires the ability to be discreet and maintain confidentiality of information. 

ORGANIZATIONAL RELATIONSHIP

A.    The College Advancement Services Coordinator reports directly and is responsible to the Senior Director, and supports the Senior Director, Coordinator of Alumni Relations, Development Coordinator, Director of Grants, Development and Communications Coordinator, the Hagerstown Community College Foundation Board, Hawk Boosters, Volunteer Corp, and the Alumni Association Board. This position requires only general supervision. 

B.    The College Advancement Services Coordinator coordinates most closely with the Senior Director, Coordinator of Alumni Relations, Development Coordinator, Director of Grants, Development and Communications Coordinator, President’s Executive Office Associate, Administration and Finance Office, Finance Office, Student Financial Aid Office, Office of Admissions and Enrollment Management, faculty and staff. In addition, regular contact is maintained with HCC Foundation board members, HCC Hawk Boosters, alumni, HCC Alumni Association Board members, donors, volunteers, students/parents, and business community leaders. 

DUTIES

A.    Provides direct operational functions, such as database management and gift processing, and administrative support for the Hagerstown Community College Foundation, Alumni Association, Senior Director of College Advancement, Coordinator of Alumni Relations, Development Coordinator, Director of Grants, and Development and Communications Coordinator; 

B.    Responsible for entering and transmitting gifts, new pledges and pledge payments into the Raiser’s Edge database, crediting the appropriate campaigns and designations, determining appropriate bank accounts, preparing bank deposits, calculating and preparing funds transfers to the University System of Maryland Foundation (USMF), delivering deposits to Finance;

C.    Responsible for reconciling Foundation Board monthly statements, the Alumni Association and College Advancement’s General Ledger Trial Balance cash accounts;

D.    Reconciles and prepares monthly payback of expenses between the Foundation, Alumni, and the College for tracking and reconcilement through Raiser’s Edge and the General Ledger;

E.    Prepares check requests, purchase orders, invoices, and pledge reminders; 

F.    Responsible for compiling and creating campaign reports from the Raiser’s Edge system and General Ledger as requested; 

G.    Participates in annual audit by preparing reports and materials;

H.    Maintains and frequently updates donor profiles, prospective profiles, and mailing lists in Raiser’s Edge, keeping all files and records current and accurate at all times; 

I.    Responsible for preparing and mailing tax receipts/acknowledgment letters in a timely manner;

J.    Utilizes Raiser’s Edge Research Point software to qualify donors; Responsible for conducting prospect research and identities prospects to expand the donor pipeline of major gift prospects; Utilizes data analytics to assist fundraising staff in managing donor relations; 

K.    Participates in the preparation and execution of College Advancement special events; develops mailing lists (Tribute, Donor Recognition, etc.); coordinates, receives and inputs into Raiser’s Edge all payments, reservations, purchases, etc.; develops special request reports/information for event volunteers; works with Development and Communications Coordinator to plan and execute event logistics;  

L.    Acts as the point person for the Foundation Scholarship Application, maintains, updates, and customizes award amounts and scholarship application form in the Award Management database to meet current needs, answer student/parent questions, maintains files of recipients; utilizes Award Management to update letters, send award and revocation letters; receives thank you letters from all student recipients and notifies the Student Financial Aid Office with instructions to credit funds to student accounts; 

M.    Utilizes Award Management to reallocate scholarships when revocations occur;

N.    Attends Foundation Board meetings and serves as an ex officio member of various committees (Resource Development, Board Development, Tribute, Scholarship) for the Foundation. Responsible for recording minutes and attendance; Prepares and organizes Foundation Board, Alumni Board, and committee meeting packets; 

O.    Prepare Digital Printing & Design Services production and copy requests, room reservation requests, Learning Technology support requests, and Food Services catering requests, Campus Security requests, and Facilities requests for meetings and events. Responsible for ensuring set-up and clean-up for meetings and events; 

P.    Organize and maintain supplies needed to conduct events including decorations, tableware, linens, tables, etc. Ensure supply areas are organized, inventoried, and fully-stocked. Orders and maintains office supplies; 

Q.    Responsible for preparing and distributing bulk mailings, as needed; 

R.    Other duties as assigned by the Senior Director of College Advancement.