Advancement Services Coordinator

Saint Xavier University


The University Advancement Services Coordinator supports activities and strategic initiatives of the Advancement Team.  This includes data integrity, gift processing, prospect research, solicitations and office manager tasks.

This position requires an individual who is able to prioritize and manage multiple projects simultaneously in a fast-paced environment, effectively follow through with each process/project in a timely manner.


Essential Duties & Responsibilities

Database Management and Reporting (70%)

Manage, maintain, and develop the University’s alumni constituent databases.
Continually update biographical information within the database to include professional affiliations and employment information for all constituents.
Monitor the constituent databases for data integrity and ensure that all coding and related procedures are or remain practical and meaningful.  Recommend improvements as necessary.
Extract contact data from the databases for various University outreach and mailings. Create mailings lists, perform mail merges, prepare email lists, analyze and report data.
In consultation with University Advancement leadership develop, document, and communicate standard database procedures for end users.
Process all donations received by Saint Xavier University.
Process checks, payroll deductions, recurring gifts/pledge payments, online gifts, Matching gifts, Gift in Kinds
Auditing, reconciling, posting
Adjustment of all type of gifts-historical, requests,
Prepares and mails all gift acknowledgement letters within 48 business hours of gift received
Files hard copies of all material in the central Advancement files and/or file documentation electronically in Raisers Edge.
Provides reports (weekly, monthly, annually, and/or adhoc) for University Advancement and other University departments as needed.
Manages matching gifts program. Coordinating with donors who work with matching gift companies and monitor matching gift pledges, send reminder communications to donors.
Assists in daily, monthly, quarterly and annual gift reconciliations to prepare for the annual audit with the Business and Finance Office.
Assists with Blackbaud’s NetCommunity Spark/Blackbaud Online Express: update and/or approve alumni profile requests, monitors online giving forms, creates event registration pages, creates online donation forms, creates/reviews/sends email blasts.
Assists in planning and implementing best practices and policy/procedure changes for the advancement of the SXU’s mission.
Office Manager (20%)Communicates written and verbally with a wide range of donors, departments, employees, vendors, board members and volunteers; and serves as a liaison on behalf of the university to foster strong donor and working relationships.
Administers and tracks expenses; identifies variances and reports them to the department leadership; masters university administrative systems; has a complete understanding of the department and company financial policies; creates purchase orders and check requests; and processes invoices for payment against purchase order or general expense reimbursement.
Performs office management tasks: ordering and organizing office supplies; logistical coordination for office initiatives and events, including mailings; assist with building management requests; maintains copiers and other office equipment, provide backup phone and staffing coverage; serve as a point person for administrative and operational needs of the relevant office location.
Provides essential support functions including calendar management support for the department leadership; facilitates and schedules meetings; books meeting rooms; arranges for catering; confirms attendance; and supports in preparation and distribution of materials as necessary.
Manages telephone operations; answers, screens, and directs telephone calls.
Solicitations (10%)Calls donors when recurring gifts or pledge payments via credit cards need to be updated.
Solicit donors lapsed donors. ($250 and below)
Solicit donors for a special project.
OverallMonitor UA website and change/update if needed.
Master optimal utilization of Raiser’s Edge resources to perform job functions efficiently.
Continuously improve skills and knowledge, including participation in appropriate professional organizations and professional development opportunities.
Maintain a positive attitude and strong work ethic.
Perform other job-related duties as assigned

Bachelor degree preferred.
Experience in database management and/or related field strongly preferred, specific experience with Raisers Edge, NXT, Colleague/Ellucian a plus.
Must be a self-starter and highly motivated.
Must possess a strong worth ethic an unquestionable personal integrity
Blackbaud Raisers Edge Certification Preferred
Additional Expectations

We inspire success by working together to provide meaningful, personalized service in a spirit of excellence. SXU seeks candidates that deliver value-added services in a responsive, collaborative, effective, and respectful manner.

The University is committed to diversity and encourages applications from individuals with a wide variety of backgrounds and experiences. Saint Xavier University affirms its position as a Catholic institution, inspired by the heritage of the Sisters of Mercy, and asserts its rights to employ persons who subscribe to the mission, vision and core values of the University.

Saint Xavier University is an Equal Opportunity Employer that makes all decisions regarding recruitment, hiring, promotions and all other terms and conditions of employment without discrimination on the grounds of race, color, creed, sex, religion, national or ethnic origin, age, physical or mental disability, veteran status or other factors protected by law. Hiring decisions will be based on the bona fide occupational qualifications of each applicant.

To apply for this job please visit