Job Listings

Advancement Services Coordinator

Ohio Northern University
Job Location:
Ada, Ohio
Development and Fundraising
Position Title
Advancement Services Coordinator

Position Type
Administrative Staff


Job Summary

Functioning as part of the Advancement Services team, the Advancement Services Coordinator is responsible for supporting the reporting and technical functions of the Office of Advancement. Several of the chief tasks include posting incoming gifts, producing gift acknowledgments, recording gift pledges, updating a variety of records regularly, maintaining campaign attainments, and preparing comparative, analytical and statistical reports. The individual will perform primary level functions of the above activities, particularly in the electronic deposit and reconciliation of gifts, referencing existing, updating, and creating constituent records. The position will also assist the overall Advancement division with special projects and cross-department needs as required.


Supports Department of Advancement Services in Contribution/Gift Processing, Biographic Data maintenance and updates, Data Integration with third-party systems, special projects and fulfills cross-department needs as necessary.

Principal Responsibilities
  • Post incoming gifts to the University in the BANNER integrated administrative database:
  • Perform daily electronic deposits of checks through the institution's banking portal
  • Reconcile deposits with actual totals
  • Produce gift acknowledgments and relevant reporting for fund-raising and administrative staff, daily.
  • Record gift pledges in BANNER and generate pledge reminders.
  • Build a daily gift transaction log to support electronic gift logging. In particular:
  • Match source of gifts to existing constituents
  • Note designation(s) of contribution and source of contact/appeal
  • Record notes donors may have placed on the returns
  • Create new constituent records for new donors
  • Manage interfaces to electronically load the payroll deduction program records on a monthly basis, manage entry of pledges from phonathon, complete demographic constituent updates generated from a third party phonathon software and electronic upload of credit card gifts, if applicable.
  • Process matching gifts forms and act as liaison with matching gift corporations and related foundations
  • Organize accompanying hardcopy materials that enable seamless logging of gifts in the Advancement system
  • Collaborate in the continuous effort to improve the quality and accuracy of data (including the development and modification of department data standards, implementing more automated processes for consistency, etc.).
  • Perform updates on records:
  • Contact information
  • Marital information
  • Occupational/Business ownership history
  • Familial information; children
  • Collect and organize self-submitted profile updates from ONU's alumni system in preparation for mass updates
  • Special projects to enhance data accuracy/cleanliness
  • Research "lost" and deceased alumni to maintain current contact profiles that enable appropriate communication
  • Utilize Internet search, electronic and hardcopy data to confirm, update or resolve inconsistencies in constituent profile data
  • Create and Maintain Reports/Information:
  • Provide tools and documentation for annual audits, in conjunction with the University Controller.
  • Produce and monitor the integrity of monthly comparative gift reports and ensure all are maintained according to business rules and practices.
  • Maintain numerous campaign attainments as necessary.
  • Maintain scholarship and endowment accounts.
  • Communication and Supervision:
  • Gather factual information from within the department and from other departments.
  • Occasionally correspond with external contacts to respond to inquiries or convey the enforcement of regulations, policies, and procedures.
  • May supervise students and temporary workers.
  • Participate in the support of division-wide or cross-departmental initiatives
  • Act as point of contact with internal and external audiences for the department's phone and email
  • Other duties as assigned.
Required Skills
  • Excellent organization and written/oral communication skills.
  • Proficiency in Microsoft Office products.
  • Ability to draw information from reference materials.
  • Forward-thinking with the ability to analyze, prioritize and improve department workflows related to data and reporting.
  • Ability to work under pressure and tight deadlines with a high degree of accuracy.
  • Above-average typing skills and excellent proof-reading skills.
  • Must be comfortable and accurate in working with numbers.
  • Highest standards of integrity and confidentiality.
Minimum Qualifications
  • H.S. diploma.
  • At least two to five years of similar office experience.
  • Ability to work during end of organization's fiscal year (late May through early June), as well as, the end of the calendar year (especially, TBD office hours, usually on December 31st, annually), which are both peak processing periods for this position.
Preferred Qualifications
  • Bachelor's Degree
  • Knowledge of charitable giving in a higher education context (or) non-profit fundraising environment.
  • Experience with BANNER integrated administrative database software.
EEO Statement

ONU is an equal employment opportunity employer. Accordingly, no person shall be discriminated against on the basis of race, color, sex, gender identity, transgender status, religion, national origin, age, disability, sexual orientation, marital status, military or veteran status, genetic information or any other category protected by federal, state, or local law. This policy applies to all areas of employment including recruitment, hiring, training and development, promotion, transfer, compensation, benefits, discipline, separation and other terms, condition and privileges of employment.

Appointment Length

Closing Date

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