William & Mary Libraries · 4 months ago
Administrative Coordinator for Assistant Vice President, Principal Gifts & Gift Planning
William & Mary
Full-time
Hybrid
Entry, Mid Level
$50K/yr - $50K/yr
1+ years expWilliam & Mary Libraries is focused on advancing the university's mission through effective fundraising and alumni engagement. The Administrative Coordinator will provide executive-level support to the Assistant Vice President for Principal Gifts & Gift Planning, assisting in securing private funding and managing various administrative tasks.
Higher Education
Responsibilities
Serve as primary administrative support for the Assistant Vice President and work closely and collaboratively with the President’s and Vice President’s Offices and with other key areas of campus as needed
Collaborate with the Administrative Coordinator for Principal Gifts & Foundation Operations to cover office projects, business needs and operations in support of the Assistant Vice President, as needed
Manage and maintain the Assistant VP’s calendar including the management of meeting requests and coordinating the participation of others for all aspects of individual and group meetings. Conduct research and gather all necessary information prior to meetings and events and prepare briefing materials/agenda for AVP. Work directly with staff across campus to schedule meetings, obtain and/or disseminate information. Determine need for and arrange meetings and agendas for various internal and external constituents
Manage schedule and coordinate travel in support of fundraising work of the Assistant VP in a timely and accurate manner. Prepare travel materials, prepare expense reports and reimbursements, enter contact reports and implement reminder system as needed
Assist with the Assistant VP’s donor portfolio to include management, tracking, research and data accuracy in collaboration with the prospect development team
Review, prioritize and determine actions for all incoming correspondence. Research and draft responses. Research, prioritize and follow up on incoming issues and concerns addressed to the AVP, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response
Draft correspondence and stewardship initiatives for Boyle Legacy Society members and prospects
Research information and prepare presentation materials as needed. Run reports and prepare and analyze data for the Assistant VP and university leadership as needed
Coordinate with the Assistant VP to plan and implement team meetings and retreats to include agenda, securing space, lining up speakers, arranging meals/activities. Represent the Assistant VP at various internal meetings as needed
Provide support for all personnel searches (including travel arrangements/expense reimbursements for non-local candidates). Oversee orientation/on-boarding process for new employees, including meeting schedules
Manage and maintain departmental calendar ensuring the management of meeting requests and coordinating the participation of others for all aspects of individual and group meetings, retreats and workshops
Coordinate aspects of department travel including transportation and accommodation arrangements, travel materials, and processing required forms and reimbursements
Maintain data and donor file integrity (electronic and hard copy files and filing) to include correspondence, budget records, and contractual agreements using best practices for file management. Ensure data integrity and respond to departmental requests
Directly manage the department operating budget, including budget reporting and reconciliation, invoice and reimbursement processing, and posting of financial transactions. Develop budget forecasts and annual FY budget reviews
Communicate procedures to staff members to ensure timely payments to vendors and suggests new procedures to enhance budgeting process. Maintains central office files that include budget reports, past and present
Oversee daily tasks, coordinate workflow activities and ensure office is functioning effectively to support the work of the team
Maintain inventory of all general office supplies and submit orders for necessary items
Collaborate with the Administrative Coordinator for Principal Gifts & Foundation Operations and the gift planning team to cover office projects, business needs and operations as needed
Assist with marketing initiatives and other efforts to generate leads, including assisting with preparing and designing materials (hard-copy and electronic) for donors
Prepare monthly birthday, anniversary, and holiday cards for Boyle Legacy Society members and individuals included in team members’ portfolios and coordinate timely mailing
Collaborate with project/group administrator to support projects and the group
Maintain & update data on the website
Assist with overall stewardship initiatives, including Boyle Legacy Society events, and other offerings for donors across Advancement, including for VIP relationships
Assist with the preparation of correspondence to donors and advisors as it relates to estate administration, life insurance, 50th Reunion, special projects and general outreach
Qualification
Required
High School Graduate or equivalent
Experience working in an administrative support role (typically 1+ years) in a fast-paced office
Outstanding interpersonal, verbal, and written communication skills, with the proven ability to work collaboratively as a team player as well as develop and foster communication and teamwork with a diverse audience including alumni, donors, faculty, staff, students, and the university community
Excellent problem-solving skills, with demonstrated ability to work independently, taking an appropriate level of initiative, to interpret, apply, and explain policies and procedures, think strategically and exercise sound judgment when making logical, defensible decisions
The ability to proactively manage a large office, using successful office practices and protocols to maintain efficient and effective office operations, identify areas of improvement and anticipate the needs of the office, keeping it well-stocked, organized, and attractive
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with moderate proficiency in PowerPoint, Acrobat Pro and/or similar programs and the ability to learn development and design-related software
Commitment to excellence and accountability, with the ability to multi-task, work independently and collaboratively while exercising sound judgment and taking an appropriate level of initiative
Strong organizational skills with the ability to manage multiple and competing tasks concurrently
Understanding of and desire to make an impact on the future of higher education
Preferred
Bachelor's degree
Experience working in higher education, fundraising, or other membership-based nonprofit (typically 3+ years)
Administrative experience in support of an agency or department head to include event or meeting coordination/planning, advisory board support, coordinating travel logistics, and experience with fiscal support administration (i.e. budget operations, processing invoices, reimbursements, reconciliation) (typically 3+ years)
Experience in a customer service role with the ability to interact professionally with VIPs, donors, volunteers, etc
Experience using a CRM (typically 1+ years)
Experience with fiscal support administration (i.e processing invoices, reimbursements, reconciliation)
Working knowledge of Commonwealth of VA State and University policies and procedures
Strong administrative skills with demonstrated proficiency in creating, proofreading, and editing complex documents with careful attention to detail, accuracy, and deadlines
Strong analytical skills with the ability to extract and analyze data and produce reports in a variety of formats. Experience with marketing initiatives and other efforts to generate leads, including assisting with preparing and designing materials (hard-copy and electronic) for donors
Experience with updating and maintaining websites using Cascade or similar tools
Company
William & Mary Libraries
William & Mary Libraries support and enhance teaching and research, and foster intellectual curiosity, creativity and lifelong learning.
1001-5000 employees
H1B Sponsorship
William & Mary Libraries has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (71)
2024 (39)
2023 (34)
2022 (31)
2021 (22)
2020 (31)
Funding
Current Stage
Late StageCompany data provided by crunchbase