Legacy & Advancement Administrator

Legacy and Advancement Administrator

Location: Austin Christian University, Georgetown, TX

Reports To: Vice President of Advancement

Summary of Role

The Legacy Admin is the operational backbone of the Legacy Council — ensuring that giving analytics, donor communications, gift processing, event logistics, and cross-organizational coordination run with excellence across both Celebration Church and Austin Christian University (ACU). This full-time role (40 hours per week) reports jointly to the ACU VP of Advancement and Celebration Church Legacy Lead, and is uniquely positioned to serve both teams with equal dedication. The Legacy Admin holds primary ownership across all operational functions, freeing the Advancement and Legacy leaders to focus on relationship and strategy.

Position Status & Schedule

• Full-Time
• Non-Exempt, Hourly
• Monday through Friday
• Schedule varies based on Legacy and Advancement events; may include evenings and weekends
• Christmas, Easter, and Dream Team Appreciation service dates are black-out days for time off. Designated Legacy and Advancement events may be required workdays for this position; you will be informed in advance of any of these requirements. 

Essential Functions & Responsibilities

Giving Analytics & Reporting

• Run and distribute giving reports on a regular cadence (e.g. LYBUNT and SYBUNT)
• Generate running giving reports for the Legacy Lead and ACU VP of Advancement
• Produce location-level monthly giving reports for all four Celebration Church campuses
• Prepare giving data summaries for monthly and quarterly Legacy Council meetings
• Maintain accuracy and integrity of all giving records in the church database

Donor Communications

• Assist with producing and distributing the Legacy Newsletter on schedule
• Draft and send designated gift thank-you letters on behalf of the Legacy team
• Manage Legacy team email inbox and route communications appropriately
• Purchase and distribute gifts on behalf of the organizations to recognize Legacy team members' personal milestones, including birthdays, anniversaries, and key family life events (e.g., graduations, weddings).
• Coordinate and distribute donor communications developed by Leadership and Advancement Leadership
• Maintain communication schedules and records related to donor engagement activities.

Gift Processing & Records

• Receipt and record all designated gifts accurately and in a timely manner
• Maintain designated gift tracking across both Celebration Church and Austin Christian University
• Compile and deliver ACU gift data to the ACU VP of Advancement on a regular cadence

Events

• Own all logistics for the Legacy Dinner — venue, invitations, RSVPs, materials, and day-of execution
• Provide full operational support for Legacy Sunday programming and communications
• Coordinate event details in alignment with both the Legacy Lead and ACU VP of Advancement
• Coordinate Fellow Friday guest speaker programming alongside the Fellow Friday student team as part of broader advancement efforts.
• Manage end-to-end logistics including scheduling, travel arrangements, hospitality coordination, and day-of execution while maintaining the highest standards of service, communication, and professionalism in all interactions with guest speakers, donors, and organizational partners.

Administration & Council Operations

• Manage calendars and scheduling for the Legacy Council and key donor-related meetings
• Prepare agendas, pre-read materials, and follow-up notes for all Legacy Council meetings
• Facilitate cross-organizational coordination between Celebration Church and ACU teams
• Maintain church giving database with current donor records, contact information, and roster updates
• Coordinate ACU Salesforce data entry and records as directed by the ACU VP of Advancement

Requirements

• Strong commitment to Christian faith and ability to lead in alignment with the University’s Statement of Faith and Standards of Performance.
• Uphold the Core Values of the University, exemplifying them by word and lifestyle.
• Participate in the social, cultural, and spiritual life of the University community, including regular Chapel attendance.
• Support the educational purposes and objectives of the University
• Proven ability to lead through complexity, manage change, and effectively coordinate high volume
• Cooperate with the administration and staff of the University in professional and personal relationships.
• Observe and enforce the rules and regulations of the University.
• Support the University prayerfully on a regular basis.
• Ability to work evenings/weekends as needed for academic events and crises.
• Travel for accreditation, partnerships, and conferences as required.
• Successful completion of background check, driver record, and reference checks.
• Be an active Member of Celebration Church.
• Regularly attend services at Celebration Church.
• Tithe faithfully and regularly to Celebration Church.
• Abide by the values, policies, and practices within the Celebration Church Employee Handbook.

Competencies

• Demonstrated passion for and alignment with the mission, values, and vision of Austin Christian University
• Strong administrative and operational skills with high attention to detail, accuracy, and organization
• Proficient in data systems, reporting, spreadsheets, and database management with the ability to maintain accurate records and generate meaningful reports
• Clear written communication skills capable of producing polished and professional donor-facing correspondence
• Highly organized with the ability to manage multiple projects, deadlines, events, and competing priorities with excellence
• Collaborative team player who thrives in a cross-functional, relationship-driven environment
• Highly organized and self-directed with strong follow-through across multiple concurrent workstreams
• Maintains the highest level of confidentiality regarding institutional information, donor and financial matters, executive communication, and strategic initiatives
• Demonstrates a strong service orientation and commitment to operational excellence in support of advancement, donor engagement, and organizational initiatives
• Comfortable working across two organizational reporting lines — church and university — with professionalism and clarity

Education & Experience

• Minimum of 2 years working or serving in a ministry, Dream Team, or non-profit environment
• Event coordination experience preferred

Work Environment & Physical Demands

• Primarily works in an air-conditioned office environment with adequate lighting and moderate noise levels
• No hazardous or significantly unpleasant working conditions
• Ability to remain in a stationary position approximately 50% of the time
• Ability to move about University and Church facilities as needed
• Regular use of computers, phones, and standard office equipment; ability to talk and hear
• Frequent standing, walking, sitting, and use of hands and arms to handle files and equipment
• Ability to reach, stoop, crouch, kneel, and access supplies on lower shelves or in storage areas
• Frequent repetitive hand, wrist, and finger movements
• Ability to occasionally lift and/or move items weighing up to 20 pounds
• Vision abilities required include close, distance, peripheral, and color vision, depth perception, and the ability to adjust focus
• Moderate exposure to physical risk
• Ability to perform the essential duties of the position, with or without reasonable accommodation; employees requiring accommodation must notify their supervisor or Human Resources

Other Information

Celebration Church, which includes Austin Christian University, is an equal employment opportunity employer to the extent required by law applicable to religious institutions.

The statements in this job description are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all responsibilities, duties, or tasks. Other duties, responsibilities, and activities may be assigned at any time, with or without notice. This job description is not intended to create, and does not constitute, an employment contract. Austin Christian University maintains its status as an at-will employer, and employment may be terminated by either party at any time for any reason not prohibited by law.