Working/Functional Title
Office Coordinator
Position Summary
Basic Function
The Office Coordinator position is responsible for all office functions related to the Annual Giving team, including running financial reports, performing account reconciliation, maintaining knowledge of account balances and creating purchasing orders on behalf of our department; maintaining a budget status analysis, reporting and task assignments related to prospect development and donor management, editing and composing presentation materials, recording and distributing all meeting materials, establishing and maintaining departmental files, maintaining calendars, scheduling meetings, hi ring student employees; processing student payroll, processing travel documents, and maintaining a streamlined and smooth office environment. This position reports to the Senior Director of Annual Giving.
Characteristic Duties and Responsibilities
Account Management and Reconciliation:
- Responsible for account management, including reconciliation of all expenses and income associated with department operating budgets including two general fund accounts and three designated fund accounts.
- Assists with College and Unit cost sharing charges including notification and distribution of income.
- Works closely with the Alumni Office Senior Director of Administration and their accountants to prepare Annual Budget Documents for the Executive Di rector of the Alumni Office.
- Establishes and maintains up to date expense documents associated with department projects such as Give Green Day, Annual Stewardship Donor acknowledgement packet s for all donors within Leadership Circle, Department Sponsored Events, and special initiatives.
- Oversees distribution of income and transfer of funds associated with Giving Day initiatives.
- Serves as the primary point person for relationship with MSU Purchasing off ice to resolve any issues, answer questions or assist with vendor contracts including our annual contracts with our direct mail vendors, social media advertising firm, text to give platform, Blackbaud analytics and benchmarking, and vendor used for calling software.
Student hiring, Payroll and Processing:
- Responsible for all aspects of department student hiring and termination process.
- Oversees biweekly student payroll, wage adjustments, and reclassifications.
- Processes termination and semester clearance on behalf of student employees.
- Requests appropriate security clearance and access for new or recently promoted student help.
Departmental Support Service s:
- Manages our recurring giving program and is responsible for outreach to donors and the maintenance of setting up the gift commitment.
- Creates new appeal codes for solicitation purposes and for tracking gifts.
- Schedules meetings, creates agendas, records meeting minutes, compiles and distributes meeting materials, orders food for quarterly team planning meetings.
- Responsible for processing pre-travel authorization, travel vouchers, and related travel expenditures, including employee reimbursement.
- Orders supplies, on behalf of department and individual team members.
- Assists with monthly communications to College Development Colleagues.
- Responsible for compiling all materials and distribution of Annual College Review Summary Report and Analysis.
- Assists with donation request letters for MSUFCU on behalf of our annual Greenline book scholarship and Thanks for Giving luncheon. Works with the Office of Financial Aid to award scholarship money for the Marty Clark scholarship and MSUFCU book scholarship award. Assists with annual Greenline telemarketing student awards banquet.
- May be asked to assistant and work various events on behalf of the Alumni Office or University Advancement.
- Assists with various department or University Advancement needs.
Communications/Interpersonal Relationships Interacts with
- Supervisor/Office Staff - in order to receive instruction, verify information and provide requested materials.
- Faculty/Staff/Students/Public - in order to exchange information and assist in problem solving.
- Co-workers - in order to assist in the completion of duties.
- University Departments - in order to exchange information and coordinate jobs.
- Outside Agencies/Institutions - in order to arrange services or provide requested materials or information and to verify information.
Responsibility for the Work of Others
May provide supervision over student employees.
Responsibility for Health/Safety of Others
No assigned responsibility.
Impact on Programs/Services/Operations
Errors in the dissemination of information to the public or within the University could cause serious inconvenience to other people both within and outside the University and have an adverse impact in the development of support and good will for the University.
Work Environment
Negligible disagreeable working conditions. Standard office environment. The job requires moderate physical effort and involves sitting in one position and viewing a computer screen 25-75% of the time.
Minimum Requirements
Knowledge equivalent to that which normally would be acquired in the first two or three years in college, technical school or related field; six months to one year of related and progressively more responsible or expansive work experience in customer service or in performing tasks related to the area of employment; or an equivalent combination of education and experience.
Desired Qualifications
Valid vehicle operator's license where needed to perform duties of the position.
This position requires, prior to the completion of the probationary period: knowledge of basic personal computer terminology and operations, and the ability to use e-mail and the Internet.
If you have experience with the responsibilities outlined in this job description or possess transferable skills, we encourage you to apply! We seek driven, successful fundraisers to join our team and contribute to our ambitious campaign.
Equal Employment Opportunity Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.
Required Application Materials
Resume and cover letter
Special Instructions
If you have any questions regarding this position, please contact Patricia Karam, Director of Talent Acquisition, at karampat@msu.edu.
Screening of applicants will continue until the position is filled.
MSU is an equal opportunity employer, committed to achieving excellence through a diverse workforce and an inclusive culture that encourages all people to reach their full potential. We actively encourage applications from, and nominations of, women, persons of color, veterans, persons with disabilities and other individuals who can contribute to the intellectual diversity and cultural richness at Michigan State University. MSU is committed to providing a work environment that supports employees’ work and personal life and offers employment assistance to the spouse or partner of candidates for faculty and academic staff positions.
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Work Hours
8 am - 5 pm with possible evenings and weekends
Website
Advancement.msu.edu
Remote Work Statement
MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.
Bidding eligibility ends on May 27, 2025 at 11:55 PM
