Administrative Coordinator, Advancement

Job Posting Title:
Administrative Coordinator, Advancement

Job Description:

Overview:

Keck Graduate Institute (KGI), a distinguished educational institution committed to advancing healthcare and life sciences through innovative education and research, seeks a detailed and motivated individual to fill the role of Coordinator for the Office of Advancement. This position will be key in supporting the Vice President for Advancement and the broader Advancement team in achieving KGI's fundraising and alumni engagement goals. This position is an in-person administrative role requiring attendance five days a week in the office.

The coordinator will serve as the administrative lead for the Advancement Office, overseeing functions that support KGI's fundraising efforts, alumni relations, and relationship management. This role involves a wide range of responsibilities, including updating individual donor and alumni records, coordinating donor events, and providing administrative support to the Vice President. The coordinator will contribute to the department's mission of building strong relationships with alumni, securing philanthropic support, and advancing KGI's strategic goals.

Keck Graduate Institute (KGI) was founded in 1997 as the first higher education institution in the United States dedicated exclusively to education and research related to the applied life sciences. KGI offers innovative postgraduate degrees and certificates that integrate life and health sciences, business, pharmacy, engineering, and genetics, focusing on industry projects, hands-on industry experiences, and team collaborations. KGI employs an entrepreneurial approach and industry connections that allow students to become leaders in healthcare and the applied life sciences.

Located in beautiful Claremont, California, KGI is a member of the Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and The Claremont Colleges Services, which provides shared institutional support services. Each nationally recognized college has its own campus, students and faculty, and distinctive mission, and each offers top-notch curricula, small classes, distinguished professors, and personalized instruction. The Claremont Colleges consistently place at the top of national college rankings, including Forbes, Money and U.S. News and World Report, and the Princeton Review.

Education and Experience:

A Bachelor's degree is required, and a minimum of three (3) years of experience in an administrative, office management, project management, or executive assistant role.

Essential Functions and Responsibilities: Individuals must possess knowledge, skills, and abilities to successfully perform the essential function of the position or be able to explain or demonstrate how the essential functions may be performed, with or without reasonable accommodations, using some other combination of skills and abilities.

Administrative Management:

• Oversee the day-to-day administrative operations for the Advancement team.
• Manage the department calendar, ensuring events and deadlines are accurately tracked and communicated.
• Schedule and coordinate meetings with internal and external partners.
• Assist with invoices, submission of receipts and ensure adherence to budget guidelines.
  

Administrative Support:

• Provide executive-level administrative support to the Vice President of Advancement, including schedule meetings, manage calendars, and coordinate travel arrangements.
• Prepare and edit correspondence, reports, and presentations as needed.

• Assist in supporting departmental goals, ensuring timelines and deliverables are communicated to the team.
• Work closely with the Office of the President, Provost and other stakeholders across the institution to coordinate information sharing.
• Update and maintain accurate records of donor and alumni information and interactions in the Raiser's Edge CSR database.

Project Support:

• Support the digital and hard copy communications related to various advancement projects, which may include fundraising campaigns, alumni events, and donor stewardship initiatives.
• Maintain a record of project timelines, track progress, and report on the timely completion of assigned tasks.
• Collaborate with team members to identify and resolve project or organizational challenges.

Reporting & Documentation:

• Generate and compile department reports, supporting documents, and presentations as necessary or requested.
• Ensure the accuracy and timeliness of all reports and documentation to support department initiatives and goals.

Other Duties:

• Serve as a point of contact for inquiries and requests related to Advancement department operations.
• Perform other duties as assigned to support the department and institution's goals.
• Attendance five days a week in the office is required.
• Oversee student worker schedules as needed.

Required Knowledge, Skills, and Abilities: Individuals must possess knowledge, skills, and abilities to successfully perform the essential function of the position or be able to explain or demonstrate how the essential functions may be performed, with or without reasonable accommodations, using some other combination of skills and abilities.

• Strong organizational and problem-solving skills with an ability to manage multiple tasks and projects.
• Proficiency in using office technology, including Microsoft Office Suite, project management tools, and communication platforms.
• Excellent verbal and written communication skills, with the ability to interact effectively with a diverse range of stakeholders.
• Highly detail-oriented with the ability to maintain accuracy in a fast-paced environment.
• Strong interpersonal skills and a customer service-oriented approach.
• Positive, welcoming personality with demonstrated customer service experience.
• Ability to maintain the highest level of confidentiality.
• Ability to lift 20 pounds/participate in light set-up for recruitment and on-campus events.

Hours, Classification, and Status:

This is a regular, full-time, benefits-eligible, non-exempt position.

The regular hours of this position are Monday-Friday, 8:00 am - 5:00 pm. Hours may vary due to the needs of the College or department.

Hourly rate range: $24.00 - $26.00. The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.

Special Requirements

Keck Graduate Institute has implemented a SARS-CoV-2 (COVID-19) and Influenza Vaccination Program covering all employees and students. Employees must submit proof of vaccination or an Institute-approved exception or deferral to comply with the policy.

Physical and Mental Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans. Sitting in a normal seated position for extended periods of time. Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example participate in light set-up for recruitment and on-campus events.

Ability to drive locally. Occasionally, will be required to stand for prolonged periods of time at activities/events on and off-campus.

To Apply:

A confidential review of applications, nominations, and expressions of interest will begin immediately and will continue until an appointment is made. To be ensured full consideration, please upload a letter of interest, resume, and three professional references. Minority candidates are strongly encouraged to apply.

Equal Employment Opportunity Policy:

Keck Graduate Institute is an equal opportunity employer. It does not discriminate against qualified employees or applicants based on race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship status, age, marital status, physical disability, mental disability, medical condition, sexual orientation, military or veteran status, genetic information, or any other characteristic protected by applicable state or federal law. Equal employment opportunity will be extended to all persons in all terms and conditions of employment. KGI strongly encourages candidates from underrepresented groups to apply.


To apply, visit https://theclaremontcolleges.wd1.myworkdayjobs.com/en-US/KGI_Careers/job/555-Arrow-Building---LC73000/Administrative-Coordinator--Advancement_REQ-6996





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