Position TitlePosition NumberLocation

Position Title:

Administrative Coordinator

Position Number:



N Grafton, MA 01536
Position TypeSkills/Attributes

Position Type



Administrative assistant, MS Office, Word Processing
Estimated Duration (In Weeks)

Estimated Duration (In Weeks)




  • **Only U.S. Citizens and those authorized to work in the U.S. may be considered as W2 candidates.**

  • **Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client’s business needs and requirements.**

Title: Administrative Coordinator
Work Location: N.Grafton, MA 01536
Start Date: 6/29/2022
End Date: 9/28/2022
Estimated Hours/Week: 35

This person will provide advanced level administrative support and communications for the Cummings Advancement Annual Fund, Alumni Engagement and Events team. The Administrative Coordinator will handle complex and confidential situations and requests and serve in a highly visible capacity as resource for department with staff, faculty, students and donors of the school. This role will oversee daily operation of office, evaluating workflow and productivity and providing direction and guidance to office staff. Produces and drafts reports and other documents and materials, including proofreading and editing, designing layout and graphics for reports and presentations. Coordinates department budget to include monitoring, tracking expenditures, troubleshooting problems and preparing reports. Will also gather data, conduct research and draft reports, summaries or material for presentation. This person will plan and coordinate meetings/events and VIP campus visits. May also coordinate programs and/or projects for department.

Gift, database and prospect management:
• Processes gifts and pledges received from donors and forward to advancement gift information services.
• Maintains, update, and modify donor and prospect tracking data in advance.
• Prepares reports from alumni/donor database on status of fundraising projects, new gifts, prospect tracking.
• Creates drafts of; prepare acknowledgments for tribute gifts (in honor/in memory of), prepare reports to donors on tribute gifts.
• Prepares thank you letters and cards for donors under $500
• Provides bi-weekly calling list to director of development for thank-you calls.
• Records information (proposals, contact reports, entity notes, etc.) In advance in a timely fashion.
• Assists alumni relations with the letter preparation and mailing of vet care program.
• Tracks and prepares pet memorial gifts and acknowledgments.
Serves as department contact for customers:
Triages phone calls and prioritizes mail; briefs staff on issues needing immediate attention
Escalates emergencies, and other time sensitive issues.
Prepares, facilitates and manages highly confidential communications and information.

Budget management:
Process invoices and interdepartmental requisitions.
Tracks expenditures against budget for some office accounts.
Assists with budget development long term planning and expenditures.
Works with budget managers, division budget officer and finance division.
Plans and coordinates VIP campus tours with donors and special events:

Works as a member of the Events Team to assist with the preparation of alumni and donor events managed by the Assistant Director of Annual Fund and Events.

Typically, a high school diploma/GED and 5+ years of administrative experience OR a bachelor''s degree and 3+ years of experience. Requires advanced knowledge of Microsoft Office suite including word processing, editing and graphics functions, spreadsheet and database knowledge. In addition, bookkeeping or basic accounting knowledge and excellent organizational and interpersonal skills.

Ideal Candidate
Experience working and entering information into a database (like Advance) is helpful. Experience within a university development office is a plus. A degree in communications or marketing is also a plus.


Rose International is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender (expression or identity), national origin, arrest and conviction records, disability, veteran status or any other characteristic protected by law. Positions located in San Francisco and Los Angeles, California will be administered in accordance with their respective Fair Chance Ordinances.

If you need assistance in completing this application, or during any phase of the application, interview, hiring, or employment process, whether due to a disability or otherwise, please contact our HR Department.

Rose International has an official agreement (ID #132522), effective June 30, 2008, with the U.S. Department of Homeland Security, U.S. Citizenship and Immigration Services, Employment Verification Program (E-Verify). (Posting required by OCGA 13/10-91.)




  • For information and details on employment benefits offered, visit here. If you have any questions/concerns, please contact our HR Department via our secured website.

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About Rose

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