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Administrative Coordinator

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Position Information

Position Information

Present Position Number 01109W
Role Code Title Admin & Office Specialist III
Position Title Administrative Coordinator
Position Summary

The Administrative Coordinator is an integral member of the Office of Corporate and Foundation Relations (CFR) team and provides executive-level administrative support for all aspects of the unit’s operations.

The Coordinator is responsible for creating and maintaining systems that enhance fundraising. The position serves as a hub for both internal and external communication with donors.

Duties include:

  • Assisting with corporate and foundation fundraising by drafting, editing, and submiting proposals and reports.
  • Conducting prospect research and maintaining donor stewardship information systems.
  • Organizing meetings and donor events on and off-campus.
  • Creating and maintaining donor tracking systems and files
  • Managing the CFR budget.
Required Qualifications

Bachelor’s degree or equivalent combination of training and experience indicating the required knowledge, skills and abilities.


  • Knowledge of office management procedures and general practices.
  • Demonstrated skills in event coordination, with the ability to plan and execute event logistics and make travel arrangements.
  • Excellent oral and written communication skills, with the demonstrated proficiency in proofreading and editing complex documents with careful attention to detail and accuracy.
  • Strong interpersonal skills and ability to communicate effectively and discreetly with high-profile donors.
  • Proficiency in a variety of software applications, with the willingness and ability learn and apply new skills quickly. High degree of proficiency with Microsoft Office Suite including PowerPoint.
  • Proficiency with document formatting and design including using Adobe Acrobat and/or similar programs, and with website development software such as Cascade.
  • Familiarity with SunGard Advance or a similar fundraising database.
  • Superior analytical , computational and quantitative skills.
  • Excellent organization skills, with the proven ability to manage multiple priorities concurrently. Ability to work independently and exercise sound judgment, taking an appropriate level of initiative.


  • Senior level administrative experience in support of an agency or department head.
  • Experience in planning meetings and or handling event logistics.
  • Demonstrated experience using SunGard Advance fundraising database or comparable program.
Preferred Qualifications


Graphic design skills


  • Experience in higher education and/or non-profit fundraising highly desirable.
  • Experience with web updates using Cascade or other comparable program.
  • Experience with event coordination, planning and making travel arrangements.
  • Experience conducting research using databases such as Foundation Directory Online.
  • Familiarity with State and College policies and procedures is a plus.
Advertised Pay Range Commensurate with experience
Department VP University Advancement Office - 610000
Location William & Mary
University Salary Range

Job Open Date 08/11/2017
Review Begin Date 08/25/2017
Job Close Date
Open Until Filled Yes
Employment Category Operational FT
Position Term 12-Month
Special Application Instructions
Conditions of Employment:
  • This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.
  • This position may require additional hours beyond the typical work week. Flexibility is required to work occasional evenings and weekends around major proposal deadlines.
EEO Statement

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

Background Check Statement

The College of 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.

Supplemental Question

Required fields are indicated with an asterisk (*).

Supplemental Documents

Required Documents
  1. Resume/Curriculum Vitae
  2. Cover Letter
Optional Documents
  1. Other Doc
  2. Other 2