Advancement Operations Coordinator at University of Illinois in Urbana, Illinois

Job Description:

Advancement Operations Coordinator




Office of Advancement




Job Summary

The Advancement Operations Coordinator is a critical member of the College of Education's Advancement team. Reporting to the Assistant Dean for Advancement, the Advancement Operations Coordinator is responsible for the administration and organization of advancement operations related to fundraising, stewardship and donor relations, budget and fund oversight, advancement communications coordination, office administration duties, donor-focused events, and student intern management. This position is critical to creating a culture of philanthropy within the College and enhancing the impact of philanthropy to donors and alumni.

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.

Minimum Qualifications



Bachelor's degree.
Two (2) years (24 months) of work experience in business management, marketing, public relations, communications, brand management, and/or a related professional area.



Knowledge, Skills and Abilities

• Must maintain utmost confidence in performing duties associated with the position.
• Must possess cultural awareness, sensitivity in all situations and interactions.
• The ability to represent the Office of Advancement and the College of Education in the highest professional manner.
• Excellent and effective written and oral communication skills.
• Cross-team collaboration and relationship building skills.
• Excellent interpersonal skills.
• Independent decision-making and time management skills.
• Ability to handle multiple priorities within the office and meet deadlines on all projects and initiatives.
• Effective research skills: ability to perform web and database research on alumni, donors, various companies, foundations, government organizations and universities.
• Extensive knowledge of administrative and general office procedures and systems.
• Ability to perform electronic calendaring, word processing, and database maintenance.

Appointment Information


This is a 100% full-time Civil Service 5002 - Program Coordinator position, appointed on a 12-month basis. The expected start date is as soon as possible after closing. The salary range for this position is $50,000 - $55,000. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements.


For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .



Application Procedures & Deadline Information


Applications must be received by 6:00 pm (Central Time) on April 8, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Please upload your cover letter, resume, and names/contact information for three references. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact adhager@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits .

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .


Requisition ID: 1029669
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu
Apply Now