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Job Description
Buena Vista University is seeking a highly organized and detail-oriented Office & Data Coordinator to join our University Advancement team. This role is essential to supporting our fundraising and alumni engagement efforts by providing high-level administrative coordination and ensuring the accuracy and timeliness of gift processing. The ideal candidate is a proactive self-starter who thrives in a fast-paced environment, handles confidential information with discretion, and enjoys improving processes while delivering excellent customer service.
Primary Responsibilities:
Manage gift processing lifecycles, including entry, acknowledgments, recurring gifts, payroll deductions, pledge billing, and compliance with
IRS/CASE
standards Maintain and support advancement data and reporting, including donor records, matching gifts, call reports, month-end reports, and data digitization Provide administrative and operational support to the UA team, including calendars, travel, onboarding logistics, and general office coordination Support fundraising and engagement efforts, including campaigns, alumni relations collaboration, print/mail projects, and stewardship activities Oversee financial and administrative processes such as invoice tracking, billing, and credit card reconciliation Manage office operations, including supplies, facilities, mail, equipment, subscriptions, vehicle reservations, and workspace organization Assist with team support activities, including supervising work-study students, cross-training, and confidential document management
Knowledge, Skills & Abilities:
Exceptional organizational and time management skills Ability to prioritize and manage multiple tasks independently Strong written and verbal communication skills High attention to detail and commitment to accuracy Problem-solving mindset with ability to work with minimal supervision Proficiency in Microsoft Office (Excel, Word, Outlook) Strong interpersonal skills and ability to work collaboratively Professionalism, integrity, and discretion in handling confidential information Positive attitude, strong customer service orientation, and a team-first approach
Qualifications:
Associate degree or equivalent administrative professional experience 3-5 years of administrative support or similar experience Experience in higher education, nonprofit, or fundraising environments At Buena Vista University, you'll be part of a mission-driven community committed to student success, meaningful relationships, and the transformative power of philanthropy. This is an opportunity to make a lasting impact by connecting donors to the lives they help change. A background check will be conducted on the final candidate. Buena Vista University is an EOE/ADA/Smoke-Free Employer.
