Advancement Coordinator

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Job Description Summary:

The Virginia Institute of Marine Science (VIMS) has a three-part mission of research, education, and advisory service. Our over-arching goals are to:

• Make seminal advances in understanding marine systems through research and discovery.
• Translate research findings into practical solutions to complex issues of societal importance.
• Provide new generations of researchers, educators, problem solvers, and managers with a coastal and marine sciences education of unsurpassed quality.

Unit Mission Statement

VIMS Office of Advancement secures and stewards philanthropic support for the programs, operations and capital needs of VIMS and the Batten School.

Job Description:

Position Summary

The Advancement Coordinator serves as the primary administrative support for the Batten/VIMS Executive Director’s advancement activities. Responsibilities include providing administrative support for the Executive Director’s correspondence, files, business travel (including pre-approvals and reimbursements), calendar and plans for meetings with internal and external entities; updating the VIMS Advancement website; gift processing; overseeing the advancement office management and overseeing the advancement budget management.

Required Qualifications:

Education

• Bachelor’s Degree

Experience

• Experience supporting an executive or senior manager.
• Experience working in an administrative support customer-facing role supporting a team of professionals within a fast-paced environment.
• Experience handling confidential information.
• Experience with Excel, PowerPoint, Word, and CRM.
• Experience with budget management

Knowledge, Skills, and Abilities

• Strong administrative skills, with the ability to support multiple professionals.
• Demonstrated skills in calendar management, mail merges, and coordinating travel.
• Demonstrated proficiency in proofreading, editing, and drafting business correspondence with careful attention to detail and accuracy.
• Commitment to diversity, equity, and inclusiveness including but not limited to collaboration, staffing, and programming.
• Strong customer service orientation, with the ability to respond to inquiries, resolve problems, obtain and disseminate information.
• Commitment to excellence with the ability to exercise sound judgment and take an appropriate level of initiative.
• Excellent oral, written, and interpersonal communication skills appropriate to a professional office environment.
• Ability to work effectively with internal and external constituencies while exercising diplomacy and tact in all interactions.
• Proven ability to work collaboratively and collegially as a member of the team, as well as work independently.
• Strong organizational skills with proven ability to assess priorities and organize workflow accordingly while managing multiple and competing priorities within specific deadlines.
• High degree of computer proficiency in a variety of software applications to include Microsoft Office, specifically Outlook, Word, and Excel, and web-based applications.
• Ability to conduct mail merges and interest in learning new software.
• Working knowledge and skills of event coordination, with the ability to schedule and coordinate meetings.
• Excellent problem-solving skills, with the ability to anticipate or identify a variety of logistical issues as they arise.
• Strong analytical skills with the ability to extract data and produce reports.

Preferred Qualifications:

Experience

• Relevant experience working at a higher education institution; William & Mary is a plus.
• Administrative support experience in a fundraising environment.
• Demonstrated experience analyzing and handling data.
• Demonstrated experience producing mass mailings is highly desirable.
• Experience with basic fiscal support administration, coordinating travel logistics, and planning meetings and events.
• Experience with Acrobat Pro, Blackbaud CRM and Workday is a plus.
• Experience creating presentation slide decks.

Knowledge, Skills, and Abilities

• Demonstrated interest and ability to learn and use new software.
• Working knowledge of Chrome River ,and BUY W&M. and Workday
• Working knowledge and experience with WREN (Blackbaud) or other CRM database(s), project management software, and Power BI.

Salary: Up to $58,000 commensurate with experience, qualifications, and internal equity.

Conditions of Employment:

Occasional work during nights and weekends required.

Job Duties & Responsibilities:

Team Administrative Support - 50%

• Provide office management support to the overall VIMS & Batten Advancement team.
• Manage special projects designed for fundraising within VIMS & Batten requiring compilation, organization, and entry of data in Excel and other formats.
• Enter new contact information, updates, and corrections in all Advancement CRMs to ensure data integrity.
• Prepare correspondence such as letters and emails, and complete mail merges for documents.
• Assist team members as needed with travel pre-approvals and reimbursements using Workday.
• Oversee the Advancement operations and Foundations budget on a weekly basis.
• Create PDFs or other documents and make copies, as requested.
• Organize and maintain paper and electronic files.
• Process daily mail.
• Maintain office supplies, submitting orders for necessary items.
• Manage advancement budget and provide monthly team reports.

Data Support - 30%

• Generate constituent lists for invitations and solicitations from WREN for use by the VIMS Advancement team.
• Process gifts received at the VIMS campus.

Personnel Support - 20%

• Serve as primary administrative support for the Executive Director with tasks including calendar management, scheduling meetings, filing, correspondence, and donor visit logistics.
• Manage travel arrangements, processing of pre-approvals, expense reimbursements, and business meal reimbursements through Workday.
• Manage procurement and vendor payments for the VIMS Advancement team.
• Schedule internal and external meetings for the VIMS Advancement team.
• Determine availability of staff and manage staff calendars.
• Track and maintain reporting and filing documents for the organization.
• Perform other responsibilities or projects as assigned.

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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. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Applicant Notice: By applying for this position, you consent to William & Mary's use, review, and retention of your application materials for recruitment and employment purposes. Materials may be shared with authorized individuals participating in the hiring process and will be managed in accordance with applicable laws and university policies.

Probationary Period Notice: Individuals selected for full-time staff positions will be required to complete a twelve (12) month probationary period in accordance with university policy.

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.