Advancement Services and Donor Relations Coordinator

Position Summary
The Advancement Services and Donor Relations Coordinator plays a critical role within the
Office of Institutional Advancement at Talladega College. This position supports the Vice
President for Institutional Advancement in ensuring the accuracy, integrity, and efficiency of
advancement operations, including database management, donor relations, gift processing,
reporting, and system administration. The Coordinator will work collaboratively across the
Institutional Advancement team to strengthen donor stewardship, enhance data-driven decision-
making, and support the College’s philanthropic and engagement goals.
Key Responsibilities
1. Database Management & Data Integrity
 Maintain, update, and audit the advancement database to ensure accurate constituent
records for alumni, donors, corporations, and friends of the College.
 Conduct regular data integrity reviews and implement best practices for data quality
control and record maintenance.
 Assist with staff training on data management policies, procedures, and database
functionality.
 Support prospect management by generating reports, profiles, and tracking donor
engagement trends.
2. Gift Processing & Reporting
 Manage the daily processing of charitable gifts, pledges, and payments in accordance
with College policies and industry standards.
 Prepare, reconcile, and distribute daily and monthly gift reports to the Business and
Finance Office and other stakeholders.
 Generate customized fundraising reports, campaign summaries, and quarterly
advancement reports for leadership and the Board of Trustees.
 Ensure compliance with IRS regulations and CASE standards related to gift processing
and receipting.
3. Donor Relations & Stewardship
 Coordinate timely and personalized acknowledgment of all gifts and pledges.
 Support donor stewardship activities, including impact reports, recognition events, and
communication materials.
 Maintain online giving platforms, ensuring accurate donor pages and giving designations.

 Compile and maintain biographical and statistical data to support donor segmentation and
stewardship strategies.
4. Operational & Administrative Support
 Assist in managing the budget and fiscal records for the Office of Institutional
Advancement.
 Contribute to the development and implementation of departmental goals, policies, and
operating procedures.
 Maintain and update manuals documenting advancement services and stewardship
protocols.
 Provide administrative support for audits, compliance reviews, and special projects.
5. Technology & Systems Management
 Assist in the administration and optimization of advancement software systems, including
but not limited to: Raiser’s Edge/NXT, AlumniFinder, ImportOmatic, MailChimp, and
Marketing Cloud.
 Support system integrations and ensure alignment between advancement data systems
and other College platforms.
 Research and recommend emerging technologies that enhance fundraising, engagement,
and operational efficiency.
6. Collaboration & Communication
 Partner with colleagues across Institutional Advancement, Business and Finance, and
Communications to support donor engagement and reporting.
 Serve as a point of contact for internal and external stakeholders regarding donor
information and gift processing.
 Maintain a professional, customer-focused approach when interacting with donors,
alumni, and College partners.
 Effectively manage multiple tasks, projects, and deadlines while maintaining high
accuracy and attention to detail.
7. Other Duties
 Perform additional responsibilities as assigned by the Vice President for Institutional
Advancement.

Qualifications
Required:
 Bachelor’s degree or equivalent experience.
 At least 1-3 years of experience in a higher education setting or relevant professional
experience.
 Proficiency in database management and software applications, including MS Word,
PowerPoint, Excel, and email systems.
 Strong organizational, communication, and interpersonal skills.
 Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
 Experience with data analysis and report generation.
 Ability to maintain confidentiality and handle sensitive information with discretion.
Preferred:
 Experience in a fundraising environment, preferably within higher education.
 Familiarity with CRM fundraising/marketing software.
 Advanced skills in Excel, including the use of Pivot Tables and Formulas.
 Knowledge of HBCU environments and fundraising practices.