University Advancement at the University of Virginia (UVA) is seeking a highly qualified candidate to join the Library Advancement team as an Advancement Coordinator. This role provides essential support to the team’s development and donor relations initiatives and reports to the Senior Associate Director for Donor Relations. This position involves a range of responsibilities aimed at ensuring the smooth and efficient execution of events and stewardship initiatives, and also creates and maintains systems to address the records management and administrative needs of the multifaceted Library Advancement team.

Key responsibilities:

Stewardship and Records Management

Implement key elements of the Library’s donor stewardship plan, including the production and distribution of stewardship reports and acknowledgement letters, and donor birthday recognition

Support the reporting needs and annual list preparation for the Friends of the Library recognition society, including complex segmentation for mailings and online honor roll lists

Research vendors for stewardship touchpoints, including Friends of the Library annual mailings, handling outreach and managing related communications as assigned

Assist with the Library’s process for gifts of Tangible Personal Property (such as books, maps, artwork, archival material, etc.) as needed, maintaining spreadsheet of recommended donations, securing internal gift approvals, drafting Deeds of Gift, and submitting completed documentation for gift processing

Provide database management support, maintaining and updating constituent information

Event Support

Create event listings and track responses and attendance in CRM database

Perform basic event planning logistics determined by the Senior Associate Director for Donor Relations, including researching vendors and selecting menus and décor

Prepare event collateral (i.e. nametags, programs, signage) and internal briefing documents

Provide on-site event support before, during, and after events

Provide excellent customer service by maintaining the shared email inbox, ensuring that constituents receive timely responses and notifying Advancement staff as appropriate.

Administrative Coordination

Manage scheduling and coordination of Library Advancement team meetings

Process expenses and reimbursements for team members in an accurate and timely manner

Manage procurement needs such as invoice payment, contract approval, and vendor registration

Participate in professional development training, meetings, and cross-training opportunities, such as the Advancement APT annual program

In addition to the above job responsibilities, other duties may be assigned.

Required Qualifications:

Education: High School Diploma required, Bachelor's preferred

Experience: At least 3 years of related experience

Preferred Qualifications:

Excellent verbal and written communication, organizational and time management skills, and attention to detail

Proficiency with Microsoft Office programs

Ability to work occasional evening and weekend hours

Prior experience planning and executing events

Prior experience with CRM databases and other marketing and event software such as Cvent, Marketing Cloud, Eventbrite, etc.

Ability to navigate database systems and analyze information using critical thinking and problem-solving skills

Preference will be given to candidates who have an appreciation for and understanding of the University's educational mission. Success in this role requires the ability to work independently and as part of a team, using sound judgment to navigate obstacles as needed and complete tasks with minimal oversight. If this sounds like you, come join our team as we approach the conclusion of our Honor the Future fundraising campaign.

UVA Advancement offers a flexible and hybrid workplace. All team members must have access to and maintain a secure home office environment with high-speed internet service and work collaboratively with others using a variety of technologies and tools. This hybrid position can be frequently worked remotely, although periodic in-person work in our office building, on UVA Grounds, or at event venues is required. The successful candidate will live within driving distance of Charlottesville, Virginia.

For additional information about the position, please contact April Sibiski, at nbu2ag@virginia.edu.

This is a non-exempt level, benefited position. This position is a restricted position and is dependent upon project need, availability of funding and performance. The anticipated Hiring Range: $24.00 – $25.96/hr ($50,000 - $54,000 annually) and will be commensurate with education and experience.  The University will perform background checks on all new hires prior to employment. 

To Apply:

Please apply through the UVA job board, and search for R0064946. Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs'. Complete an application online with the following documents:

CV or Resume

Cover letter

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

References will be completed via UVA’s standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.

For questions about the application process, please contact Jon Freeman, Academic Recruiter at jf2sw@virginia.edu.

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff.  We believe diversity is excellence expressing itself through every person's perspectives and lived experiences.  We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.