Coordinator, Corporate and Foundation Relations - University Advancement

About this role

Location ST. LOUIS, MO 63105

 Scheduled Hours 37.5

Position Summary The Coordinator provides high-level administrative, operational, and project support to the Assistant Vice Chancellor within University Advancement and, as needed, to the three Executive Directors who report to the Assistant Vice Chancellor.

This position is responsible for managing and coordinating calendars, meetings, communications, data, and workflows to ensure smooth and efficient operations. The Coordinator prepares activity reports on behalf of the Assistant Vice Chancellor, tracks and reports on departmental metrics, and manages special projects as assigned. By maintaining accurate information, supporting strategic initiatives, and facilitating timely decision-making, the Coordinator plays a critical role in advancing goals related to corporate and foundation giving and engagement. Ultimately, this position helps create a well-organized, responsive, and collaborative environment that allows the Assistant Vice Chancellor and reporting teams to focus on achieving University Advancement objectives.

Job Description

Primary Duties & Responsibilities:

Executive and Administrative Support: • Provide high-level administrative support to the Assistant Vice Chancellor (AVC), including complex calendar prioritization, inbox triage, and managing competing demands. • Support three Executive Directors on an as-needed basis with higher-level scheduling and coordination tied to key initiatives and deliverables. • Coordinate and prepare materials for executive-level meetings (e.g., agendas, briefing documents, talking points, summaries) and ensure appropriate follow-up. • Plan and coordinate AVC travel and trip logistics, including strategic itineraries and preparation of briefings and collateral materials. • Handle confidential and sensitive information with discretion and sound judgment. • Assist the AVC in advancing strategic initiatives by researching background information, organizing input from across University Advancement, and synthesizing information into clear materials.

  Meetings, Events & Team Coordination: Operational coordination of meetings/events and alignment across the three teams. • Schedule and coordinate routine and ad hoc meetings. • Serve as the primary point person for calendar coordination, including within the broader development vertical, resolving conflicts and ensuring key participants are included. • Support the logistical execution of internal and selected external meetings/events (room/virtual setup, tech needs, catering, room holds, and attendee communication). • Track and distribute meeting action items and follow-ups for team-level meetings to ensure clarity and accountability. • Help align team calendars and meeting cadences with institutional priorities and key deadlines.

  Data, Systems & Metrics Management: • Help maintain accurate and up-to-date records of corporate and foundation interactions in University Advancement’s Salesforce-based Customer Relationship Management system, ARCH, including drafting activity reports on behalf of the AVC. • Track and report on metrics in support of the AVC. • Perform data entry, updates, and quality checks to support reporting accuracy and compliance. • Generate standard and ad hoc reports to support planning, strategy, and performance review. • Assist the AVC with tracking and summarizing metrics for the three teams (corporate relations, corporate engagement, foundation relations). • Conduct basic data analysis to identify trends and inform decisions.

  Project Coordination & Strategic Initiatives: • Coordinate special projects from inception through completion, including timelines, task tracking, and communication with stakeholders. • Participate in internal strategy meetings focused on increasing corporate giving, corporate engagement, and foundation giving, documenting decisions and next steps. • Work across University Advancement to assemble, consolidate, and organize collateral materials for projects, campaigns, and leadership presentations. • Monitor project progress, flag risks or delays, and help ensure timely completion of deliverables.

  Communications, Stakeholder Relations & Internal Presence: • Serve as a key point of contact for internal and external stakeholders, routing inquiries and ensuring timely, professional responses. • Coordinate workflows and communication across departments that report to the AVC, helping keep stakeholders informed and aligned. • Draft and edit internal communications (e.g., updates, summaries, announcements) as requested.

  Team Culture, Engagement & Process Improvement: • Serve as a point person for morale-boosting ideas and initiatives across the three teams, proposing activities and gathering feedback. • Implement approved engagement and recognition activities, managing logistics and communication. • Identify opportunities to streamline administrative processes, improve workflows, and enhance efficiency. • Participate in training and professional development related to systems, tools, and best practices.

  Perform other duties as assigned.

Working Conditions: Job Location/Working Conditions • Normal office environment

Physical Effort • Typically sitting at a desk or table

Equipment • Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education: High school diploma or equivalent high school certification or combination of education and/or experience. Certifications /Professional Licenses : No specific certification/professional license is required for this position.

Work Experience: Relevant Experience (3 Years) Skills: Not Applicable Driver's License: A driver's license is

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