Advancement Services Coordinator

Indiana State University, United States

Updated: about 23 hours ago
Location: Terre Haute, INDIANA
Job Type: FullTime
Deadline: ;

Position Details
Position Details


About the Institution
Indiana State University is a world-class center of higher education, located in Terre Haute, Indiana, and serving a multi-state region that stretches from Indianapolis to St. Louis, Chicago, Louisville, Cincinnati, and beyond. It has been recognized by the Princeton Review as among the best universities in the Midwest.
Indiana State is a beautiful, pedestrian-friendly campus located within walking distance of local shops, restaurants, and activities in Terre Haute’s historic downtown district. Situated near the Indiana-Illinois border, the campus is about an hour’s drive from Indianapolis and within a few hours of other major metropolitan areas.
Indiana State, one of the most diverse campuses in Indiana, is a welcoming community of students, faculty, and staff representing most U.S. states and many countries around the world. There are more than 260 student-run organizations offering activities and entertainment throughout the year, along with 15 NCAA Division I athletic teams, a first-rate student recreation center with numerous classes and recreational sports programs, and a Performing Arts Series and University Speakers Series that bring national touring productions and speakers to campus. Indiana State is a place of belonging where students, faculty, and staff learn and thrive together.
Indiana State University is an equal opportunity employer committed to diversity, inclusion, and belonging in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), religion, sexual orientation, gender identity, gender expression, age, national origin, status as an individual with a disability, status as a protected veteran, genetic information, political views or activity, or any other applicable legally protected characteristics. This policy applies to all employment practices within our organization, including recruiting, hiring, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and applicable apprenticeships.
If you need assistance or an accommodation due to disability, you may contact us at  [email protected]
Comments to Applicants
Candidates must be eligible to work in the U.S. for other than practical training. The university will not provide visa sponsorship for this position.
This position is open until filled. For full consideration, please submit an application and all required materials by April 29, 2024. 
Job Title Advancement Services Coordinator
Department ISU Foundation Operations
Work Schedule
Normal office hours 8:00am to 4:30pm, Monday-Friday.
Notice of Vacancy Number 24-00077
Desired Start Date
Open Date 04/15/2024
Close Date
Open Until Filled Yes
Job Category Staff-Non-Exempt
Job Type Staff - Full-Time
Pay Grade 8
Hourly Rate or Salary Range $17.99 - $19.91/hr
Benefits Associated with this Position
  • Life Insurance: The coverage amount is based on two and one-half times appointment salary rounded up to the next whole thousand with a maximum coverage of $100,000 and includes the same amount of Accidental Death and Dismemberment benefits. The University currently pays the entire cost of coverage.
  • Medical, Dental and Prescription Drug Coverage: The cost of coverage is shared between employees and the University. Rates are determined by participation in Wellness Program and use of tobacco products. Coverage is available on the first of the month following appointment date.
  • TIAA Retirement Contributions: Contributions begin based upon the first day of employment at a contribution rate of ten (10) percent of base appointment salary paid in full by ISU. The contributions are vested immediately. There are 40 investment options from which to choose.
  • TIAA Auto Enroll: New employees are automatically enrolled in a tax deferred retirement program at hire: three (3) percent is deducted before taxes for the program to facilitate retirement planning. Employees may opt out of the program within 90 days.
  • Fee Waiver Program: Staff may enroll in up to 18 hours of course work each academic year at a reduced rate.
  • Sick Leave: Accrued at a rate of 12 days per fiscal year with unlimited accumulation.
  • Vacation: Pay level 11 and below accrues up to 15 vacation days earned per year 1 through 4; 20 vacation days per year thereafter. Pay level 12 and above accrues 20 vacation days per year


Optional Benefits
  • Voluntary Life Insurance: Additional amounts of life insurance may be purchased on employee, spouse and dependent children.
  • Voluntary Vision Plan: May enroll within the first 31 days of employment date.
Job Summary/Basic Function
The Advancement Services Coordinator will primarily focus on managing immediate and longer-term projects as they relate to the overall goals of the Advancement Services team. This position will require experience with data entry and management, attention to detail, creating or following established procedures, and the ability to manage multiple projects. Experience with The Raiser’s Edge database or other database systems would be preferred.
Specific Responsibilities
Required Relevant Education & Experience
Education: associate’s degree (2 years) or higher
Required Field(s) of Study
NA
Preferred Relevant Education and Experience
Experience with responding to data requests such as updating records and producing basic reports, managing and creating procedures used in daily tasks, creating documents in Microsoft Word from external data sources, proofreading documents and data for errors, and use of relational databases, such as The Raiser’s Edge. Experience: 1-4 years
Supervisory Responsibilities This job has no supervisory responsibilities.
Required Certificates, Licenses and Registrations Must possess a valid driver's license
Other Required Certificates, Licenses and Registrations
Preferred Certificates, Licenses and Registrations
Preferred Other Certificates, Licenses and Registrations
Knowledge, Skills and Abilities Able to adapt to change, Able to assemble, analyze and present data, Able to learn and retain information, Able to multitask, Able to plan, organize, and implement projects in a timely manner, Able to read English, understand, and follow verbal and written instructions, Able to work both independently and collaboratively, Able to work well with others, Attention to detail, Demonstration of high ethical standards, integrity, professionalism, politeness, and courteousness, Excellent customer service skills, Excellent interpersonal, organizational, planning, teambuilding and problem solving skills, Excellent leadership skills, Excellent public speaking skills, Experience and knowledge in job related program, Experience in an educational environment preferred, Math and basic accounting skills, Must be able to travel; some overnight travel, when required, Must be comfortable networking with groups or individuals, Professional demeanor, high energy, dynamic personality and excellent communication and interpersonal skills, Proficiency with Microsoft Office and other computer applications, Proven verbal and written communication skills, Willing to interact with students, Willing to work extended hours during events and peak seasons, when required, Work effectively with a diverse community, Able to work carefully and politely around others
Other Knowledge, Skills and Abilities
Demonstrated skills in work that requires attention to detail. Demonstrated ability in entering, correcting, and working with data. Demonstrated ability to manage and respond to email requests. Demonstrated ability to work independently and seek solutions to questions when they occur. Knowledge of Microsoft Office products such as Word, Excel, Outlook, and Teams. Demonstrated ability to manage multiple complex projects simultaneously according to agreed upon schedules. Demonstrated ability to maintain current knowledge of technology and techniques. High level of interpersonal and customer service skills.
Qualifications & Disclaimer

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The information on this description is designed to indicate the general nature and level of work performed by employees within the classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.
NCAA Guidelines

All employees and staff of ISU are bound by all NCAA, Missouri Valley Conference and institutional rules and regulations pertaining to intercollegiate athletics and must conduct themselves in accordance therewith. For more complete information on the duties and obligations of ISU employees and staff in this regard, employees and staff should contact the Compliance Office in the ISU Athletic Department.
No ISU employee (whether paid or a volunteer) shall knowingly influence others to furnish the NCAA or an ISU investigator/compliance officer false or misleading information concerning an individual’s involvement in or knowledge of matters relevant to a possible violation of an NCAA regulation. Failure to abide by this term of employment shall constitute unethical conduct as defined by the NCAA and may result in immediate suspension and/or termination of the employment relationship with ISU.
Position Reappointment Required Yes

Job Duties


Essential Duties and Responsibilities
Position develops and maintains reports and queries that monitor the integrity of data stored on systems used by the ISU Foundation. Continuously analyzes data for data integrity. Develops and manages special request data reports in a timely manner. Acts as contact for data updates and data integrity project work. Responds effectively and efficiently to data requests, interacts with Major Gifts, Corporate/Foundation Relations, Annual Giving, Alumni Association, Research and Gift Planning regarding the processing, reporting and logging of data maintenance activities. Complete routine data cleansing and data audit project work while continuously analyzing the data. Prepare daily acknowledgement letters for appropriate signatures in accordance to foundation policies.
Essential Duties and Responsibilities
Manage the Alumni Membership Program including incoming membership forms (via both mail and on-line), data management and integrity of incoming information and creating acknowledgement letters. This also includes ensuring accurate gift distribution.
Essential Duties and Responsibilities
Serve as back up for Gift Services. Learn and understand all aspects of Gift Processing to provide the back up as needed. Serve as a point of reference for all members of the Advancement Services team and other foundation and university employees. Assists in constituent research as needed using source material including public documents, legal records, periodicals, computer databases, organizations and other electronic sources. Build and maintain positive relationships with Foundation colleagues and University professionals.
Essential Duties and Responsibilities
Create profiles as relevant in various constituent data systems. Acts as secondary contact for data systems used by the ISU Foundation and departments including Constant Contact, Crescendo, Lexis Nexis, Accurint, Reeher and Live Alumni. Participates in the yearly PCI compliance questionnaire.
Essential Duties and Responsibilities
Generate and distribute department reports to University constituents. Complete monthly list requests for internal mailing. Completes list requests as assigned by the Director of Advancement Services in a timely manner. Analyses and organizes data, writes queries and exports to ensure information provided in lists request is accurate.
Essential Duties and Responsibilities
Perform other duties as assigned.