POSITION TITLE: Administrative Coordinator
DIVISION: Institutional Advancement
DEPARTMENT: Institutional Advancement
REPORTS TO: AVP of Institutional Advancement
PAY TYPE: Non-Exempt
WORKER TYPE: Full-Time
UPDATED: August 2025
PAY: $21.00/hour
The Administrative Coordinator of Institutional Advancement reports to the Assistant Vice President of Institutional Advancement and provides administrative and operational support to the Institutional Advancement Office.
The Administrative Coordinator must demonstrate strong organizational skills and the ability to foster positive working relationships across the college. This role requires effective collaboration with faculty, staff, plant services, maintenance, security, marketing, communications and other departments to advance the mission and goals of Institutional Advancement.

KNOWLEDGE, SKILLS, AND QUALIFICATIONS:

• Strong administrative, computer, organizational and personal skills with attention to detail
• Ability to use or be trained on the latest computer equipment and programs being used which include but are not limited to:
• Microsoft Office Suite (including Word, Excel, and PowerPoint)
• Google Suite (including Docs, Sheets, Drive, Forms, Calendar, and Gmail)
• Raiser’s Edge
• Positive attitude and desire to contribute to a team
• Strong written and verbal communication skills
• Possess a pleasant telephone voice and positively interact with people of diverse backgrounds; ability to resolve conflicts in a constructive manner
• Field and route calls to appropriate offices
• Successfully work with external constituents, faculty, students, and staff
• Timely follow-up and completion of duties
• Ability to navigate across campus to deliver and process department mail

REQUIRED EXPERIENCE/EDUCATION:

• Previous administrative work experience
• Previous work experience in a nonprofit environment preferred

PREFERRED EXPERIENCE/EDUCATION:

• Experience with Raiser’s Edge is strongly preferred
• High School Diploma or Equivalent

• Responsible for data entry, setting up new records and updating information in Raiser’s Edge, KCAI’s donor management software system.
• Deliver outgoing mail and distribute incoming mail daily
• Scan and batch all checks, distribute scans to various staff members, deliver physical checks to the business office, process all credit cards, generate receipts and upload all documents into Raiser’s Edge.
• Work with the faculty and financial aid office to obtain scholarships and award information and prepare year-end endowment reports for all donors.
• Reconcile credit card accounts for senior staff.
• Process all bills, invoices, and check requests.
• Order office supplies and equipment for advancement and take out recycling.
• Batch payroll deductions in the database each month.
• Process and batch all in-kind gifts.
• Greet all visitors, answer phones, help manage calendars
• Schedule department meetings.
• Perform mail merges and assist with department mailings.
• Set up events in Raiser’s Edge.
• Collect RSVPs for various events and create nametags.
• Monitor and report on department budgets.
• Manage room reservations for the Institutional Advancement team.
• Research and identify new grants and funding opportunities that can bring additional revenue to KCAI.
• Manage the grant calendar and liaise with foundation program officers.
• Write and manage reports for smaller grants.
• Coordinate on-campus meetings with staff and/or faculty for grant proposals and reports.
• Upload all proposals in Raiser’s Edge database, track and record outcomes.
• Perform other duties relevant to the role as assigned.