Advancement Operations Coordinator

ADMINISTRATIVE SUPPORT– 45%

• Serve as primary source regarding administrative decisions in the Office of Advancement.
• Maintain efficient and effective day-to-day operations and workflow of the Office of Advancement and its team members.
• Manage the Office of Advancement calendar, exercising independent judgment and initiative in determining priorities and effective utilization of time for meetings and appointments.
• Monitor all incoming mail and email, draft responses on behalf of the Assistant Dean or respond on behalf of the Assistant Dean’s as directed, and keep the Assistant Dean informed of daily messages and events.  Evaluate the flow of paperwork on active items in the Advancement Office, which may include but is not limited to event planning, budgets, travel approvals, and purchase approvals.
• Screen incoming calls for the Advancement office team and independently acti as key resource person and  respond and/or follow up appropriately.
• Manage  all aspects of the purchasing process for the Advancement team  including but not limited to: monitor the Advancement office budget/expenditures, serve as liaison to the Finance office, PCard/TCard holder, track purchases, process invoices, facilitate payments associated with events and programs, and prepare and present regular budget reports to the Advancement team.
• Serve as Advancement office travel arranger/coordinator for Advancement team members, as needed.
• Process travel expense reimbursements via Chrome River for office team members.
• Prepare quarterly travel reports for the College of Education and the Office of the Vice Chancellor for Institutional Advancement for reimbursement of applicable travel expenses. 
• Establish and supervise the maintenance of records and files (physical and electronic) for the Office of Advancement including confidential data files, management of fund agreements, and other highly sensitive information.
• Draft correspondence, memos, and reports that represent the Assistant Dean when needed; may include confidential or sensitive information.

GIFT MANAGEMENT AND DONOR DATA – 20%

• Responsible for gift processing including prepare gift transmittals for gifts through the University of Illinois Foundation (UIF). Ensure proper plan information and opportunities are applied to all gift funds received.
• Manage gift acknowledgment process including reporting, review, and distribution of stewardship materials and stewardship letters to acknowledge all gifts and tracking of stewardship interactions as appropriate in the Blackbaud CRM database.
• Manage alumni and donor data ensuring accuracy for the Blackbaud CRM database utilized by the Office of Advancement. Serve as the office expert on policies and data management within the system including but not limited to committees and mail preferences.
• Maintain confidential and accurate records of interactions with alumni and constituents in the University of Illinois donor and alumni Blackbaud CRM database.
• Prepare, analyze, and distribute reports for stewardship and fundraising reports. Reports include but are not limited to weekly gift reports, development performance and pipeline reports, planned giving stewardship reports, communication metrics, and special stewardship initiatives.
• Prepare briefing sheets from the CRM Blackbaud database for the Office of Advancement, the Dean's office, education leaders, and/or campus dignitaries to be used in preparation for donor visits, solicitations, or stewardship initiatives.

FUND MANAGEMENT AND REPORTING – 20%

• Update and maintain the scholarship criteria and recipient information in scholarship/fellowship data warehouse for purposes of selection, auditing, fund management, and donor stewardship.
• Partner with the Office of Undergraduate Programs, the Office of Graduate Programs, and unit teams on allocation and spending of scholarships according to donor intent.
• Serve as “ex officio” on the college scholarship committee to ensure criteria is met for donor-funded scholarships.
• In partnership with the advancement team, manage the annual acknowledgment process to donors for all scholarship recipients including reporting in Blackbaud CRM database.
• In collaboration with the Assistant Dean for Advancement, Finance Office, and unit leadership, conduct annual audit of college and unit gift funds to ensure adherence to fund guidelines and compliance with university and college policies.
• Collaborate with the units/committees responsible for awarding College scholarships, fellowships, professorships, etc. are being spent per the fund agreement criteria set forth in the governing documents.
• Act as a liaison for the College's finance team with the Foundation regarding the initiation of new UIF funds and banner funds related to philanthropical gifts to College of Education.
• Manage the fund agreement routing process, including the oversight of creation of University of Foundation funds, banner funds, and DAWS accounts.

EVENT AND PROGRAM DEVELOPMENT -10%

•  Oversight and execution of primary college donor and alumni engagement events, including Alumni Awards Program, Student Recognition Banquet, and special donor activities in collaboration with the College of Education’s Event Coordinator, and Marketing and Communications team. Lead event invitations, communications, registration and all aspects of the event organization through vehicles such as CRM Blackbaud Events, C-Vent, Webtools and Teams.

• Responsible for assisting in all aspects of donor- and alumni-related campus visits by coordinating travel arrangements and accommodations, gathering information of interest to the visitor(s), coordinating meetings as needed, and preparing itineraries.

OTHER – 5%

•  Supervise Advancement office student interns and their projects.
• Occasional travel, evening and weekend work may be required.
• Establish and maintain effective working relationships in the College of Education and across campus in a manner consistent with a workplace of dignity and respect.
• Support and engage in equal employment opportunity principles, rules, and regulations.