Advancement and Foundation Coordinator

The College Of William Mary
February 19, 2023
Offerd Salary:$50,000
Working address:N/A
Contract Type:Other
Working Time:Full time
Working type:N/A
Ref info:N/A
Position Information

Position Information

Present Position Number 00364V

Role Code Title Admin & Office Specialist III Position Title Advancement and Foundation Coordinator Unit Mission Statement

The mission of the office of Advancement at VIMS is to raise private funds to support both the Virginia Institute of Marine Science (VIMS) and the School of Marine Science (SMS), manage the affairs of the VIMS Foundation, increase the visibility of VIMS and its leadership, and engage audiences, including public and alumni, in the life of the Institute.

Position Summary

The Virginia Institute of Marine Science (VIMS) is among the largest marine research and education centers in the United States. Located along the glistening beaches of Gloucester, Virginia, VIMS provides research, education, and advisory services to government, citizens, students, and industry in coastal oceans and estuary science. VIMS is transforming data into policies, students into leaders, and theories into tangible change for solutions to global problems and to restore marine life.

VIMS Advancement is seeking highly motivated applicants to apply for the VIMS Advancement and Foundation Coordinator. The ideal candidate is highly organized, flexible, committed to VIMS' mission and motivated to serve. Candidates must be able to demonstrate their preparation for this job through coordination of administrative activities in a fast-paced and complex organization. The position requires the ability to solve problems with resourcefulness, collegiality and the highest level of integrity. The ideal candidate will enjoy learning new skills, and anticipating the needs of the Advancement team at VIMS. The candidate will be able to manage competing priorities and will enjoy handling a diversity of tasks.

The Advancement and Foundation Coordinator is a key position on the Advancement team, providing a high level of complex and detail-oriented administrative support to the VIMS Advancement team; and specific support to the VIMS/SMS Advancement and Foundation Executive Director.

The position serves as the primary administrative support for the VIMS/SMS Executive Director's advancement activities and matters related to the VIMS Foundation. Responsibilities will include coordinating logistics for VIMS Foundation board meetings including, but not limited to, preparation of materials, scheduling, and attending meetings, processing RSVP's, assembling foundation board books and orientation materials, recording meeting minutes and contacting board members as needed. The coordinator will provide administrative support for the Executive Director's correspondence, files, business travel (including pre-approvals and reimbursements), calendar and plans for meetings with internal and external entities.

The coordinator will provide broad ranging office management support for the VIMS Advancement team for such tasks as: coordination and scheduling of meetings involving team members, ordering of supplies, preparation of purchase orders and vendor payments, organizing and maintaining data and documents, event support, and professional communication with faculty, staff, donors and volunteers on behalf of the team.

Reporting to the Executive Director, additional responsibilities include (but are not limited to): Additional responsibilities include (but not limited to):

  • Extracts data, pulls reports using virtual web software and analyzes data to determine proper acknowledgement for donors. Assists in preparation of donor acknowledgement letters and tracks correspondence in the CRM database (Blackbaud).
  • Coordinates and executes both Outreach and Development projects requiring the compilation, organization, entry and tracking of data in programs such as Excel, Constant Contact and Blackbaud (WREN).
  • Sends post-event surveys and questionnaires to event attendees.
  • Assist team members as needed with travel pre-approvals and reimbursements using Chrome River. Downloads survey data to Excel spreadsheet and compile in report form. Forward to appropriate personnel. Tracks constituent engagement by tagging attendees with event types in Constant Contact.
  • Required Qualifications

    EDUCATION : High school diploma or equivalent. COMPETENCIES :

  • Strong administrative skills, with the ability to support multiple professionals. Demonstrated skills in calendar management, mail merges and coordinating travel.
  • Demonstrated proficiency in proofreading, editing and drafting business correspondence with careful attention to detail and accuracy.
  • Commitment to diversity, equity and inclusiveness including but not limited to collaboration, staffing and programming.
  • Strong customer service orientation, with the ability to respond to inquiries, resolve problems, obtain and disseminate information. Commitment to excellence with the ability to exercising sound judgement and taking an appropriate level of initiative.
  • Excellent oral, written, and interpersonal communication skills appropriate to a professional office environment.
  • Ability to work effectively with internal and external constituencies, while exercising diplomacy and tact in all interactions.
  • Proven ability to work collaboratively and collegially as a member of the team, as well as work independently.
  • Strong organizational skills with proven ability to assess priorities and organize workflow accordingly while managing multiple and competing priorities within specific deadlines.
  • High degree of computer proficiency in a variety of software applications to include MS Office (specifically, Outlook, Word and Excel)., web-based applications. Ability to conduct mail merges, and interest in learning new software.
  • Working knowledge and skills of event coordination, with the ability to schedule and coordinate meetings.
  • Excellent problem solving skills, with the ability to anticipate or identify a variety of logistical issues as they arise. Strong analytical skills with the ability to extract data and produce reports.
  • Must be able to lift 10 lbs.

  • Experience supporting an executive or senior manager.
  • Experience working in an administrative support customer facing role supporting a team of professionals, within a fast-paced environment.
  • Experience with handling confidential information.
  • Experience with PowerPoint.
  • Preferred Qualifications

    EDUCATION : Associate's degree or an equivalent combination of education and experience.


  • Demonstrated interest and ability to learn and use new software.
  • Working knowledge of Chrome River and BUYW &M.
  • Working knowledge and experience with Wren (Blackbaud) or other CRM database(s).

  • Relevant experience working at a higher education institution (William & Mary is a plus).
  • Administrative support experience in a fundraising environment and/or working with a non profit board is highly desirable.
  • Demonstrated experience analyzing, and handling data,. Demonstrated experience producing mass mailings is highly desirable.
  • Experience with basic fiscal support administration, coordinating travel logistics, as well as planning meetings and events.
  • Experience with Acrobat Pro is a plus.
  • Experience creating PowerPoint Presentations.
  • Advertised Pay Range Up to $50,000, commensurate with experience. Department 111600 VIMS Advancement Location VIMS - Gloucester Is the position remote work eligible? Not eligible Remote Work Disclaimer

    Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor's ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.

    University Salary Range U06 Job Open Date 01/14/2023 Review Begin Date Job Close Date Open Until Filled Yes Employment Category Full Time Operational FLSA Non-Exempt Position Term 12 Month - Continuing Special Application Instructions

    Please upload at least 3 professional (supervisors) references as part of your resume, or as separate document, under applicant documents (Doc 1).

    Note: references will not be contacted before the candidate is notified (as a finalist).

    Conditions of Employment

  • This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act (FLSA) and university policy.
  • This position is subject to over-time hours beyond the typical work week to include evenings and weekends as needed upon approval from supervisor.
  • Must be able to lift 10 lbs.
  • EEO Statement

    William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The university is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities.

    Background Check Statement

    William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

    Benefits Summary Statement

    William & Mary offers our employees a full array of benefits including retirement, health insurance with options for expanded dental and vision along with group and optional life insurance with coverage for spouse and children, flexible spending accounts, and an EAP (Employee Assistance Program).

    Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https: // www.

    Supplemental Question

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    Applicant Documents

    Required Documents

  • Resume/Curriculum Vitae
  • Cover Letter
  • Optional Documents

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