Advancement Coordinator - Advancement

TYPE:  Full-time, Non-exempt    

LOCATION:  West Palm Beach Campus           

SUMMARY:   Responsible for overseeing the daily operations of the Advancement office.

RESPONSIBILITIES:  

Purchasing

  • Enters requisitions into the college management system and keeps track of subsequent purchase orders including timely processing of purchase orders, and invoices.
  • Manages department contracts and ensures that contracts are signed and sent to vendors for countersignature.  Creates associated purchase orders and compares invoices to contract details.
  • Reconciles credit card purchases for the Advancement staff monthly ensuring all receipts are obtained and submitted to accounting with proper documentation.
  • Executes expense reports for Advancement staff.
  • Assist with maintaining memberships for the Advancement staff
  • Assist with new vendor setups in Jenzabar.
  • Manages office supply orders.

Staff/Department Support 

  • Maintains the Advancement Office calendar for the staff.
  • Assist with the introduction of new personnel to the Advancement Office.
  • Train new personnel in the use of the phones and office policy.
  • Prepare job descriptions and new hire documentation.
  • Maintain new personnel records.
  • Schedule and coordinate staff events including but not limited to staff meetings, annual retreats, and holiday celebrations.
  • Responsible for the ordering and stocking of office supplies. 

Project Management

  • Manages university-wide marketing orders from initial order to payment such as pens, t-shirts, promotional items, and printed materials.
  • If payment for jobs is out of another budget, ensure that estimates are signed, and returned to the vendor and that the purchase order is created.
  • Responsible for vendor relations including coordinating deliveries with the mailing house.
  • Supports the Director of Advancement Production with special projects and events

Reporting: Assist with reporting for Campus Labs

REQUIREMENTS:  

  • Proven excellent interpersonal and analytical skills.
  • Proven experience as a self-starter, working in a team environment, and the ability to perform duties and work independently is required. 
  • Must be organized and have exceptional verbal and written communication skills.

EDUCATION AND EXPERIENCE:  A Bachelor’s degree (B.S. or B.A.) in a related field from an accredited institution and two plus years of experience are required.