{"id":2109906,"url":"https://alion.io/job/william-mary-advancement-coordinator","title":"Advancement Coordinator","company":{"id":20196,"name":"William & Mary","domain":"wm.edu","url":"https://alion.io/company/w-and-m-news","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"A","score":90,"open_postings":16,"ghost_share":0,"stale_share":0.188,"repost_share":0,"time_to_fill_p50_days":73,"computed_at":"2026-10-15T05:46:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"board_field","remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["United States"],"countries":["US"],"hiring_countries":["US"],"hiring_countries_total":1,"salary":null,"salary_estimate":{"min_usd":24000,"max_usd":53000,"period":"year","method":"role_country_seniority_unknown","sample_n":9949},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false},{"name":"Power BI","optional":true}],"status":"live","first_seen_at":"2026-10-08T21:53:04Z","employer_posted_date":"2026-10-08","last_verified_at":"2026-10-14T23:21:31Z","board_verified":true,"closed_at":null,"days_open":7,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":7},"description":"Job Requisition:\nJR102118 Advancement Coordinator (Open)Job Posting Title:\nAdvancement CoordinatorDepartment:\nCC00816 VIMS1 | DEAN | AdvancementJob Family:\nStaff - Program ManagementWorker Sub-Type:\nRegular (benefited)Job Requisition Primary Location:\nWatermen's HallPrimary Job Posting Location:\nPosting Location - VIMS GloucesterJob Description Summary:\nSchool Mission StatementThe Virginia Institute of Marine Science (VIMS) has a three-part mission of research, education, and advisory service. Our over-arching goals are to:\nMake seminal advances in understanding marine systems through research and discovery.\nTranslate research findings into practical solutions to complex issues of societal importance.\nProvide new generations of researchers, educators, problem solvers, and managers with a coastal and marine sciences education of unsurpassed quality.\nUnit Mission Statement\nVIMS Office of Advancement secures and stewards philanthropic support for the programs, operations and capital needs of VIMS and the Batten School.\nJob Description:\nPosition Summary\nThe 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.\nRequired Qualifications:\nEducation\nBachelor’s Degree\nExperience\nExperience supporting an executive or senior manager.\nExperience working in an administrative support customer-facing role supporting a team of professionals within a fast-paced environment.\nExperience handling confidential information.\nExperience with Excel, PowerPoint, Word, and CRM.\nExperience with budget management\nKnowledge, Skills, and Abilities\nStrong administrative skills, with the ability to support multiple professionals.\nDemonstrated skills in calendar management, mail merges, and coordinating travel.\nDemonstrated proficiency in proofreading, editing, and drafting business correspondence with careful attention to detail and accuracy.\nCommitment to diversity, equity, and inclusiveness including but not limited to collaboration, staffing, and programming.\nStrong customer service orientation, with the ability to respond to inquiries, resolve problems, obtain and disseminate information.\nCommitment to excellence with the ability to exercise sound judgment and take an appropriate level of initiative.\nExcellent oral, written, and interpersonal communication skills appropriate to a professional office environment.\nAbility to work effectively with internal and external constituencies while exercising diplomacy and tact in all interactions.\nProven ability to work collaboratively and collegially as a member of the team, as well as work independently.\nStrong organizational skills with proven ability to assess priorities and organize workflow accordingly while managing multiple and competing priorities within specific deadlines.\nHigh degree of computer proficiency in a variety of software applications to include Microsoft Office, specifically Outlook, Word, and Excel, and web-based applications.\nAbility to conduct mail merges and interest in learning new software.\nWorking knowledge and skills of event coordination, with the ability to schedule and coordinate meetings.\nExcellent problem-solving skills, with the ability to anticipate or identify a variety of logistical issues as they arise.\nStrong analytical skills with the ability to extract data and produce reports. \nPreferred Qualifications:\nExperience\nRelevant experience working at a higher education institution; William & Mary is a plus.\nAdministrative support experience in a fundraising environment.\nDemonstrated experience analyzing and handling data.\nDemonstrated experience producing mass mailings is highly desirable.\nExperience with basic fiscal support administration, coordinating travel logistics, and planning meetings and events.\nExperience with Acrobat Pro, Blackbaud CRM and Workday is a plus.\nExperience creating presentation slide decks.\nKnowledge, Skills, and Abilities\nDemonstrated interest and ability to learn and use new software.\nWorking knowledge of Chrome River ,and BUY W&M. and Workday\nWorking knowledge and experience with WREN (Blackbaud) or other CRM database(s), project management software, and Power BI.\nSalary: Up to $58,000 commensurate with experience, qualifications, and internal equity.\nConditions of Employment:\nOccasional work during nights and weekends required.\nJob Duties & Responsibilities:\nTeam Administrative Support - 50%\nProvide office management support to the overall VIMS & Batten Advancement team.\nManage special projects designed for fundraising within VIMS & Batten requiring compilation, organization, and entry of data in Excel and other formats.\nEnter new contact information, updates, and corrections in all Advancement CRMs to ensure data integrity.\nPrepare correspondence such as letters and emails, and complete mail merges for documents.\nAssist team members as needed with travel pre-approvals and reimbursements using Workday.\nOversee the Advancement operations and Foundations budget on a weekly basis.\nCreate PDFs or other documents and make copies, as requested.\nOrganize and maintain paper and electronic files.\nProcess daily mail.\nMaintain office supplies, submitting orders for necessary items.\nManage advancement budget and provide monthly team reports.\nData Support - 30%\nGenerate constituent lists for invitations and solicitations from WREN for use by the VIMS Advancement team.\nProcess gifts received at the VIMS campus.\nPersonnel Support - 20%\nServe as primary administrative support for the Executive Director with tasks including calendar management, scheduling meetings, filing, correspondence, and donor visit logistics.\nManage travel arrangements, processing of pre-approvals, expense reimbursements, and business meal reimbursements through Workday.\nManage procurement and vendor payments for the VIMS Advancement team.\nSchedule internal and external meetings for the VIMS Advancement team.\nDetermine availability of staff and manage staff calendars.\nTrack and maintain reporting and filing documents for the organization.\nPerform other responsibilities or projects as assigned.\nAdditional Job Description:\nJob Profile:\nJP0122 - General Administrative Supervisor I/Coordinator I - Nonexempt - Salary - S08Qualifications:\nCompensation Grade:\nS08Recruiting Start Date:\n2026-09-23Position Restrictions:\nRestricted FundsEEO 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\nBackground 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.\nApplicant 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.\nProbationary 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.\nRemote 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. 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