Department Coordinator – Institutional Advancement

Department Coordinator – Institutional Advancement

Requirements

• Bachelor’s degree preferred
• 1 to 3 years total work experience required
• Demonstrates proficiency in email, word processing, spreadsheet, presentation and conferencing software, and relational databases with an ability to become comfortable and productive with the University’s alumni and donor systems
• MS Office Suite and Salesforce experience highly desired
• Functional use of common office equipment, including computer systems, printers, scanners, fax machines, mailing machines, label makers, binding machines, etc.
• Exhibits professional written and oral communications skills that conveys information clearly and concisely
• Presents a collegial, collaborative, and customer-service demeanor that positively reflects the core values and standards of the institution and demonstrates tact and diplomacy
• Ability to successfully interact and collaborate with varied constituencies and at all times represents Brandeis University in an exemplary and professional manner
• Ability to apply sound judgment, discretion, and a commitment to professional ethics, data security and nondisclosure when dealing with highly confidential constituent, donor, and prospect information
• Adheres to University and departmental business policies and procedures
• Excellent organizational skills with high attention to detail and follow-up
• Self-motivated with an ability to work both independently and collaboratively

Responsibilities

• Serves as first point of contact for visitors and guests to the Institutional Advancement Division
• Greets and welcomes visitors to the office, addresses their questions and/or directs them to appropriate staff; signs for and facilitates deliveries
• Assists with answering the main phone line, responding to general questions and refers calls to appropriate staff
• Creates and maintains front desk coverage schedule to cover the lunch hour and absences; distributes to IA coordinator group
• Sorts and distributes all departmental mail; maintains the IA mailboxes and supply work rooms
• Under the direction of the Assistant Director, Advancement Talent Management and Administration, the Coordinator will assist with arranging applicant interview schedules and drafting itineraries
• Assists with on-boarding procedures for new staff, to include: scheduling orientation meetings, arranging for suite and building access, ordering name badges and other new hire swag, and arranging campus tours, among other tasks
• Coordinates with the IT department to arrange for phone and technical equipment set up and systems access for new employees
• Provides overview and navigation instructions on IA intranet site and ascend database to newly hired staff
• Maintains and updates organizational charts and contact information on IA’s university directory webpage, as well as the IA intranet site and the Alumni website
• Assists with the job posting process by drafting job ads for new or newly vacant positions, and working with hiring managers and central HR to post jobs on external sites; maintains a job posting site list
• Assists the senior executive team (SVP and VPs Offices) with clerical tasks (copying, scanning, filing, meeting planning, etc.) and CRM database entry related to the President’s and IA’s Senior Vice President’s prospect and donor activities, and ensures that important donor and prospect documentation is properly stored in the electronic file system
• Provides occasional general administrative and database management backfill support as needed to all units within the IA Division on special projects, including but not limited to: data entry in the ascend database; providing support on electronic file storage systems; and event planning activities

Preferred Qualifications

• Bachelor’s degree preferred