Job Overview of Administrative Coordinator:
The Administrative Coordinator provides data-centered operational and administrative support to the Associate Vice President of Advancement, with approximately 70% of the role dedicated to maintaining accurate constituent, gift, prospect, event, and stewardship records in Raiser's Edge NXT and related systems; processing and acknowledging gifts; reconciling data with Finance; and producing reports and lists. The remaining responsibilities include supporting donor stewardship, fundraising communications, events, committee coordination, and other advancement activities. The Coordinator regularly interacts with donors, Board members, staff, volunteers, business partners, and community members and must handle confidential donor and financial information with accuracy, discretion, sound judgment, and exceptional customer service. This position has no direct reports.
Schedule: Monday-Friday 9am-5pm
Essential Duties of Administrative Coordinator:
Key duties of this position include, but are not limited to, the following:
- Maintains constituent, donor, prospect, and organizational records in Raiser's Edge NXT, ensuring accuracy, completeness, consistency, and compliance with established data standards and confidentiality requirements.
- Maintains prospect and relationship data, communication preferences, biographical information, and related records to support fundraising, stewardship, and engagement activities.
- Processes and records gifts and related transactions in accordance with institutional policies and gift acceptance procedures, ensuring accurate documentation, acknowledgment, coding, and recordkeeping.
- Supports gift reconciliation activities in partnership with Finance by preparing batches, reviewing transactions, resolving discrepancies, and maintaining accurate financial and donor records.
- Conducts ongoing data quality and database maintenance activities, including record review, standardization, duplicate management, data imports and exports, and implementation of approved data governance practices.
- Maintains departmental procedures, data standards, and supporting documentation while identifying opportunities to improve data quality, efficiency, and business processes.
- Develops, validates, and distributes reports, queries, dashboards, lists, and data extracts that support fundraising, stewardship, events, leadership decision-making, board reporting, and financial operations
- Supports prospect research, moves management, and advancement operations activities through the maintenance of prospect records, documentation of research findings, and coordination of advancement-related data and reporting needs.
- Maintains a reliable, accurate, and secure advancement database that supports relationship management, fundraising operations, financial accountability, strategic decision-making, and donor stewardship efforts across the institution.
- Supports donor stewardship and fundraising operations through the preparation of donor and prospect lists, briefing materials, acknowledgments, pledge reminders, recognition tracking, and other donor engagement activities.
- Coordinates donor and prospect interactions by scheduling meetings and visits, preparing supporting materials, tracking commitments, and documenting outcomes and follow-up activities in Raiser's Edge NXT.
- Supports fundraising events, cultivation activities, and sponsorship initiatives through the coordination of registrations, guest and sponsor records, event logistics, attendance tracking, and post-event follow-up.
- Maintains campaign, appeal, grant, corporate partnership, and sponsorship records, ensuring accurate documentation, status tracking, deadlines, and supporting information.
- Collaborates with Communications and other institutional partners to ensure donor, mailing, email, event, and recognition data are accurate, consistent, and aligned with constituent preferences and organizational standards.
- Ensures advancement initiatives, stewardship activities, fundraising events, and donor communications are supported by accurate information, effective coordination, timely follow-up, and a positive donor experience.
- Provides administrative, scheduling, and logistical support to the Associate Vice President of Advancement, including coordination of meetings, preparation of materials, documentation of discussions and decisions, and tracking of action items and follow-up activities.
- Supports Institutional Advancement Committee, Board advancement activities, and other assigned meetings and events by coordinating logistics, preparing materials and reports, documenting proceedings as requested, and monitoring follow-through on agreed actions.
- Works collaboratively with Finance, Communications, the Executive Office, Programs, administrative staff, and external vendors to support advancement initiatives and organizational priorities; provides limited backup support for essential administrative functions as assigned.
- Participates in advancement events and special projects, including occasional early-morning, evening, or weekend responsibilities, and performs other related duties as assigned
- Ensures advancement leadership, committees, and institutional partners receive timely administrative support, accurate information, effective meeting coordination, and dependable follow-through on departmental priorities
- Will work as a team with other Administrative and Executive Assistants, providing coverage in their absence.
- Supports overall strategic plan of the organization
- Ability to adhere to our organization’s core values and commitments
Essential Qualifications of Administrative Coordinator:
Key qualifications include:
- High school diploma or equivalent required; associate or bachelor's degree preferred.
- At least two years of experience in database administration, high-volume data entry, gift processing, advancement operations, finance support, or records management.
- Hands-on experience with Raiser's Edge NXT (strongly preferred) or a comparable constituent relationship management (CRM) system, including maintaining constituent and gift records and using queries, reports, exports, batches, acknowledgments, and data imports.
- Strong Microsoft Excel skills, including sorting and filtering, tables, formulas, lookups, and pivot tables; proficiency in Outlook, Word, PowerPoint, and Adobe Acrobat.
- Demonstrated accuracy, attention to detail, and comfort working with financial data, including the ability to reconcile records, identify anomalies, audit one's own work, and perform detail-intensive, repetitive tasks while meeting recurring deadlines.
- Working knowledge of nonprofit fundraising operations, donor records, gift acknowledgment, donor intent, confidentiality, and stewardship is preferred.
- Ability to handle sensitive and confidential situations with discretion, poise, tact, sound judgment, and respect for privacy.
- Ability to work independently, manage competing priorities, maintain organized documentation, ask appropriate questions, and complete tasks with strong follow-up and follow-through.
- Experience with online giving, event registration, email marketing, and prospect research platforms is preferred.
- Commitment to Andrus's mission and to working within a trauma-responsive, equitable, inclusive, and collaborative organizational culture.
- Willingness to complete required Raiser's Edge NXT training and consistently follow established data standards and procedures.
- Ability to access and utilize ADP app on smartphone or other device for access to our agency programs.
Benefits of Administrative Coordinator:
- Generous PTO, 4 weeks of vacation, floating holidays, holidays, personal and sick time
- Health Insurance
- Dental Insurance
- Vision Benefits
- 401(k) Employer Contributions
- Tuition Reimbursement
- Flex Spending Accounts
- Employer Paid STD, LTD and Life Insurance
- Professional Development
Physical/Travel Requirements of Administrative Coordinator:
An employee in this class must be able to sit, stand, walk, kneel, see, climb stairs, and carry up to 30 lbs. The employee must be able to meet these requirements with or without reasonable accommodation.
Employee will work on-site in Yonkers. Employee must work independently and be flexible in their schedule when needed for meetings and events.
The employee must be able to meet these requirements with or without a reasonable accommodation.
Disclaimer
Nothing in this job description restricts Andrus’ right to modify the duties/responsibilities of this job at any time, with or without advanced notice.
EEO Statement
Andrus is an equal opportunity employer.
Skills Required
- High school diploma or equivalent
- At least two years of experience in database administration, high-volume data entry, gift processing, advancement operations, finance support, or records management
- Hands-on experience with Raiser's Edge NXT or a comparable CRM system, including constituent and gift records, queries, reports, exports, batches, acknowledgments, and data imports
- Strong Microsoft Excel skills, including sorting, filtering, tables, formulas, lookups, and pivot tables
- Proficiency in Outlook, Word, PowerPoint, and Adobe Acrobat
- Accuracy, attention to detail, and ability to work with financial data, reconcile records, identify anomalies, audit work, and meet recurring deadlines
- Working knowledge of nonprofit fundraising operations, donor records, gift acknowledgment, donor intent, confidentiality, and stewardship
- Ability to handle sensitive and confidential situations with discretion, tact, sound judgment, and respect for privacy
- Ability to work independently, manage competing priorities, maintain organized documentation, and follow through
- Experience with online giving, event registration, email marketing, and prospect research platforms
- Associate or bachelor's degree
- Commitment to the organization's mission and an equitable, inclusive, collaborative culture
- Willingness to complete Raiser's Edge NXT training and follow established data standards and procedures
- Ability to access and use the ADP app on a smartphone or other device
- Ability to work on-site in Yonkers and flex schedules for meetings and events
- Ability to sit, stand, walk, kneel, see, climb stairs, and carry up to 30 pounds, with or without reasonable accommodation
What We Do
Andrus is a private nonprofit serving children, families, and communities through coordinated social, emotional, and behavioral-health support. Its work includes residential treatment, specialized education through the Orchard School, clinical behavioral-health programs, and community-based prevention and family support. Founded as an orphanage in 1928, the organization has grown into a broader system of care focused on promoting stability, strengthening resilience, and helping children and families find safety, healing, and brighter futures.
