Administrative and Advancement Coordinator

il y a 1 mois

Paris, France American University of Paris Temps plein

**DEPARTMENT**

Office of Development and Alumni Relations

**SUPERVISOR**

Vice President for Development and Alumni Relations

**POSITION OVERVIEW**

The Administrative and Advancement Coordinator is principally responsible for managing the gift reception, tracking, and reporting processes of the University in coordination with the AUP Foundation, and Finance and Accounting Develops and coordinates donor recognition reports and programs. Supports event management and alumni engagement programs and activities.

**RESPONSIBILITIES**

Gift Processing and Documentation - 50%
- Manage and process all gifts, including checks, online gifts, credit card payments, pledges, and other donations.
- Perform gift entry/recording in the department CRM system for unrestricted (including Trustee gifts), programmatic, capital, campaign gifts and small grants.
- Inform appropriate staff/board when their contacts make a gift.
- Conduct monthly reconciliation of gifts received with the Finance Department.
- Generate monthly and annual gift reports.
- Liaise with the Finance Department and AUP Foundation to ensure accuracy of gift/donation records and deposits.
- Ensure adherence to established systems/controls established by auditor standards.
- Monthly and Quarterly reconciliation of accounts with Finance
- Update contact information, profile data and donor records to maintain the accuracy of information within Raiser Edge RE-NXT.
- Sending pledge reminders and generating recurring gift reminders and updates to donors
- Work with the Information Technology (IT) CRM team and other colleagues to document and implement policies around income and revenue and create associated procedures in the CRM.

Donor Recognition and Stewardship - 40%
- Preparing gift agreements and memos to document gift to AUP and the AUP Foundation
- Provide accurate reports and donors lists for recognition activities including signage, plaques, board meetings and other presentations or reports.
- Generate donor reports for Board of Trustees and PAAC membership
- Collaborate with Financial Aid to develop annual reports on scholarship and other donor supported activities.
- Develop and distribute an annual endowment report for donors to the AUP Foundation and AUP restricted (endowed or quasi-endowed) funds.
- Support the development of annual scholarship recognition events and activities involving students and donors.

Office and Relationship Management - 10%
- Provide support for events organized and hosted by Development and Alumni Relations such as making reservations and obtain quotes for events, create name tags, managing RSVPs, event set up and liaising with maintenance teams, caterers, etc.
- Greeting visitors to the office and providing alumni and campus tours when necessary.
- Assisting with Paris office management such as ordering supplies and organizing storage space.

Other Duties as Assigned
- As a member of a small team, the Administrative and Advancement Coordinator will regularly be called upon to assist with other departmental tasks and programs.
- Any other duties as assigned by the Vice President for Development and Alumni Relations.

**REQUIREMENTS**
- License/Bachelor’s preferred but not essential, minimum Bac + 2 or technical diploma
- Prior experience using Raiser’s Edge or other CRM system, and experience working with gift management systems or donation software.
- Excellent oral and written communications skills
- Good organizational skills and a detail-oriented mindset.
- Native or near-native English, fluency in French a plus
- Professionally mature, motivated to learn, cheerful and flexible in response to shifting priorities
- Ability to work under pressure, understand and follow policies and procedures
- Proven ability to work independently as well as collaboratively on a team
- Hospitable and discreet, position requires client friendly attitude and the ability to handle sensitive/confidential information with discretion

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