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Provides high-level administrative support to the assigned ALT member and business unit as appropriate, managing daily workflow to ensure efficiency and effectiveness.
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Serves as a primary point of contact for the ALT member, handling high-level inquiries with professionalism and discretion. Uses sound judgment, redirects tasks not requiring senior management involvement, and proactively researches and compiles facts for those that do.
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Works collaboratively with the other Advancement Coordinators across Advancement to ensure seamless scheduling and alignment of the ALT member's high-priority meetings, strategic initiatives, and leadership commitments. Proactively identifies and resolves scheduling conflicts to optimize the ALT member's time and ensure effective coordination across portfolios.
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Supports the assigned ALT member in managing their donor and prospect portfolio by coordinating timely follow-up on solicitation strategies, cultivation activities, and stewardship actions. This includes overseeing pre- and post-visit planning, ensuring comprehensive follow-up, and maintaining accurate and up-to-date contact reports, solicitation activity, and engagement records in Advancement databases.
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Supports the Associate Director, Advancement Administration, and provides leadership, guidance and peer mentorship, to administrative staff across Advancement to ensure consistent standards, accountability, and seamless administrative coordination. Serves as backup support to the AD as required.
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Prepares and distributes reports, presentations, meeting materials, and correspondence as required, ensuring accuracy and professionalism.
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Arranges travel and accommodation for the ALT member, and others as appropriate, ensuring compliance with university travel and finance policies. Prepares detailed itineraries, manages logistical arrangements, and facilitates the timely processing of expense claims and reimbursements.
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Supports financial processes within the unit, including assisting with budget preparation, processing expense requisitions, travel expenses, purchasing, and reconciling accounts, ensuring compliance with university policies.
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Assists with recruitment scheduling and leads the coordination of onboarding plans for the ALT member's new hires, ensuring technology setup, training schedules and meeting obligations are efficiently managed.
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Maintains an up-to-date inventory of staff members, manages unit-specific email and teams lists, and updates organizational charts as required.
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Administers accurate and timely timekeeping and enters casual contracts into Human Resources (HR) PeopleSoft.
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Maintains confidential records ensuring compliance with university policies and privacy regulations. This includes sensitive HR documents, including hiring materials, employment contracts, performance evaluations, and other employee-related records, with the highest level of discretion.
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Maintains and tracks training records for the unit, ensuring staff compliance with required training and professional development opportunities.
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Serves as a backup for the other Coordinators within Advancement as needed.
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In coordination with the AD, serves as the primary liaison with external offices---including the Principal, Provost, and Chancellor---to coordinate scheduling and secure senior leadership participation in Advancement meetings and events. Manages complex scheduling needs with discretion and ensures alignment with institutional and Advancement priorities.
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Coordinates Advancement-wide and unit-level meetings, including Advancement Enhancement Days, ensuring accurate scheduling and professional execution.
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Assists in planning and logistics for Advancement-wide meetings and initiatives as needed.
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Manages the Advancement internal newsletter, overseeing content collection, formatting, scheduling, and distribution to align with organizational priorities.
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Liaises with Advancement teams and other university offices to streamline workflows, optimize approval processes, and enhance process efficiency. Tracks timelines, monitors progress and proactively identifies and resolves bottlenecks to maintain smooth and timely execution.
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Supports data governance, compliance, and quality efforts while managing records, databases, and digital filing systems, including reviewing and updating information within Advancement databases to ensure accuracy, accessibility, and efficiency.
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Assists with the management and maintenance of the Advancement intranet, ensuring content is relevant, up to date and accessible.
