Advancement Services Coordinator

  • Charlotte, NC
  • Full-time

Job Description

The Advancement Services Coordinator has significant responsibilities in the areas of data and gift entry to ensure that all cash gifts, stock donations, and pledges are accurately and timely recorded in the Raiser’s Edge database and reconciled with the Finance Office.  This position works closely with the Director of Advancement Services to assist in administering the alumni and donor database and with the Assistant Director of Annual Giving to provide administrative support for Phonathon. This is a full-time, 37.5 hours per week position reporting to the Executive Director of Research and Advancement Services.

Essential Duties and Responsibilities
include the following:

  • Ensures accurate and timely processing of all gifts and pledges.
  • Works closely with the Finance Office to reconcile daily summary totals, as well as year-end reporting to auditors.
  • Accurately and timely generates all gift acknowledgements, including thank you letters and receipts.
  • Tracks corporate matching gifts.
  • Tracks and maintains proposal records.
  • Creates queries, exports and reports using the Advancement database.
  • Maintains accurate constituent records.
  • Utilizes online research sites to acquire updated information for constituent records.
  • Supervises student workers.
  • Staffs university events as needed as part of the Advancement team.
  • Assists with data projects.
  • Assists with prospect research projects.
  • Collaborates with Phonathon manager to develop calling schedule and calling segmentation.
  • Creates queries and prints calling lists for Phonathon sessions.
  • Supervises Phonathon student callers in the absence of the Phonathon manager. 


Non-Essential Duties

  • Other duties and special projects may be assigned to meet department goals.


Experience, Knowledge and Skills Required

    • Proficiency in the use of Microsoft Office products (Word, Excel, Outlook); experience with mail merge is required; experience with Access is a plus.
    • Proven attention to detail, accuracy and timeliness.
    • Excellent interpersonal and customer service skills and experience interacting with multiple constituencies (donors, alumni, faculty, staff, students, public).
    • Strong written and verbal communication skills.
    • Experience in using Raiser’s Edge software preferred, including data entry and reporting.
    • Proven follow-up and follow-through skills, ensuring on time and accurate completion of short- and longer-term assignments
    • Excellent organizational skills and the ability to work independently and as a member of a team.
    • Ability to maintain a high degree of confidentiality.
    • Flexibility to work some evenings and weekends as needed for special events and projects.
    • Baccalaureate degree preferred, or a combination of relevant experience and education.

    Physical Requirements (with or without reasonable accommodation)

    • Visual Abilities:  Read reports, create presentations and use a computer system.
    • Hearing:   Hear well enough to communicate with co-workers, vendors, and students.
    • Dexterity, Grasping, Feeling: Write, type and use the telephone, copier, and computer systems.
    • Mobility:  Open files and operate office machines; move between departments and attend meetings across campus.
    • Talking:  Frequently convey detailed or important instructions and ideas accurately, loudly, or quickly.
    • Lifting, Pulling, Pushing: Exert up to 50 pounds for force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

    Additional Information

    Work Conditions

    • Work in office environments, involving contact with faculty, staff, students, parents, service providers and vendors.
    • Work has deadlines, interruptions, and may be stressful at times.

    Queens University of Charlotte is a private, co-educational, Presbyterian affiliated comprehensive university located in the heart of Charlotte, North Carolina, and is consistently ranked in the top tier of Southern Regional Masters Universities. The university has more than 2,400 undergraduate and graduate students in programs offered by the College of Arts and Sciences, the McColl School of Business, the James L. Knight School of Communication, the Wayland H. Cato Jr. School of Education, the Andrew Blair College of Health and the Presbyterian School of Nursing. Additional information about Queens University of Charlotte may be found at

    Queens offers medical and dental insurance, same‐gender domestic partner benefits, defined contribution retirement plan & supplemental retirement plan, vacation and paid holidays, tuition remission, Queens‐paid life insurance, supplemental life insurance, dependent life insurance, accidental death and dismemberment insurance, flexible spending accounts (medical, dependent care, qualified transportation expense), sick leave and long‐term disability leave, FMLA leave, reduced cost meals at Morrison Dining Hall, employee assistance program (EAP), free fitness center access.

    If this sounds like the right job for you, then use the button below to submit your application.  Be prepared to upload a cover letter, resume or CV, and contact information on three professional references. We look forward to reviewing your application.