Administrative Coordinator for Assistant Vice President, Principal Gifts & Gift Planning

Job Requisition: JR100845 Administrative Coordinator for Assistant Vice President, Principal Gifts & Gift Planning (Open) Job Posting Title: Administrative Coordinator for Assistant Vice President, Principal Gifts & Gift Planning Department: CC99901 WM001| Conversion Error Cost Center Job Family: Staff - Administrative & Office Support Worker Sub-Type: Regular (benefited) Job Requisition Primary Location: William & Mary Primary Job Posting Location: William & Mary Job Description Summary: Mission Statement: We create the conditions for opportunity – human, financial & experiential – by garnering and stewarding the resources that advance William & Mary. The William & Mary Foundation’s defining and essential mission is to support the university’s people and programs. By seeking private support, and then diligently managing those funds, the W&M Foundation advances and furthers the work of William & Mary’s students and faculty — providing vital resources for scholarships, professorships, research and program funding. Consistent with the university’s shared services agreement with the William & Mary Foundation (WMF), this position is assigned 20% effort to support Foundation Services LLC, a subsidiary of WMF, with the responsibilities outlined below. Job Summary: The Administrative Coordinator for the Assistant Vice President for Principal Gifts & Gift Planning is a key member of the team in the Office of University Advancement at William & Mary and has responsibilities to serve both the university and the William & Mary Foundation. University Advancement includes all William & Mary efforts related to alumni engagement, private fundraising and philanthropic outreach, and marketing. The team’s overarching goal is to create a lasting, robust culture of engagement and philanthropy by engaging students, alumni, parents and friends, corporations and foundations, and faculty and staff. William & Mary’s ability to flourish and advance as a world-class university depends largely upon the active support of these key stakeholders. Reporting to the Assistant Vice President for Principal Gifts & Gift Planning (AVP), the Administrative Coordinator’s primary duty is to provide executive-level support to the AVP in support of our efforts to secure private funding for the university. They serve as primary administrative support for the AVP and work closely and collaboratively with the President’s and Vice President’s Offices and with other key areas of campus as needed. The Administrative Coordinator also serves as the primary support staff liaison for the Office of Gift Planning and assists in all special projects assigned to members of the team. The Administrative Coordinator’s support of the team’s includes coordinating meeting logistics, staff travel and expense reports, writing and editing proposals, correspondence, benefit illustrations, agendas, reports and presentation materials. The Administrative Coordinator maintains and analyzes data related to Boyle Legacy Society membership, prepares planned giving reports and assists as needed with other data and reports; they also assist with high-level individual donor stewardship and with more general stewardship initiatives. Finally, the Administrative Coordinator serves as office manager, responsible for budget and business operations, which includes preparing invoices, tracking and reconciling expenses, assisting in the development of budget forecasts and the annual budget review process as well as maintaining and culling data and updating data on the website. The Administrative Coordinator will be an innovator who will foster a culture of belonging that embraces all people and perspectives. This is a hybrid position based in Williamsburg, Virginia, that offers a flexible work environment. Please review the full position description with all job duties under the “Featured Job Opportunities” on the University Advancement recruitment website: us/open-positions/index.php Job Description: Required Qualifications: 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 Qualifications: 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. Conditions of Employment: This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor. Salary: Up to $50,000, commensurate with experience. Job Duties 30% - Administrative Support to the Assistant Vice President for Principal Gifts & Gift Planning: 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. Perform other related duties as assigned. 25% - Administrative Support for the Department: 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. 25% - Support of Special Projects Assigned to Members of the Team: 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. Perform other related duties as assigned. 20% - William & Mary Foundation: All work below is related to the support for work, gifts and/or communication about gifts that will support the Foundation. 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. 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. 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 marketing initiatives and other efforts to generate leads, including assisting with preparing and designing materials (hard-copy and electronic) for donors. Additional Job Description: Acts as a specialist in assigned program area, performing the most complex technical duties, such as reviewing and processing claims from vendors, contractors, medical providers and others for reimbursement or other actions under various programs. Performs, leads, or supervises a wide variety of moderate to complex program and operational support duties. Applies knowledge of programmatic and administrative requirements. Applies knowledge of applicable computer software/programs. Frequent contacts include internal and external customers to gather information or provide information. May serve as a subject matter expert. Certification in program area may be preferred. Job Profile: JP0091 - Administrative & Office Specialist III - Nonexempt - Salary - S06 Qualifications: Compensation Grade: S06 Recruiting Start Date: 2025-09-18 Review Date: 2025-10-10 Position Restrictions: EEO is the Law. Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. William & Mary and the Virginia Institute of Marine Science (VIMS) are vibrant, innovative and engaged communities and we are delighted about your interest in a career with us. Apply tot his job