Advancement Operations Coordinator

Milwaukee School of Engineering (MSOE)
In addition to being located in the heart of downtown Milwaukee, MSOE offers a competitive compensation package including base pay; PTO; 13 paid staff holidays per year; medical, dental, vision, disability, and life insurance plans; 403(b) retirement plan
vision insurance, parental leave, paid time off, paid holidays, 403(b), retirement plan
United States, Wisconsin, Milwaukee
1025 North Broadway (Show on map)
Mar 31, 2025
Who We Are Milwaukee School of Engineering (MSOE) is an academic institution intrinsically tied to the real world-a confluence of industry knowledge, work ethic and an enduring desire to know more. The university offers Bachelor's and Master's degrees in engineering, computer science, machine learning, user experience, construction management, actuarial science, business and nursing. With about 3,000 students, faculty and staff, MSOE is large enough for big opportunities and small enough for personal attention. A Small University Dedicated to Achieving Big Things MSOE is a supportive environment where everyone is valued. Our method of learning by doing is our distinction: it is how we teach, how we learn and how we serve. MSOE's top priority is serving our students. By joining our community, you are building the leaders of tomorrow. Our Mission MSOE is the university of choice for those seeking an inclusive community of experiential learners driven to solve the complex challenges of today and tomorrow. We are united by our six values-collaboration, excellence, inclusion, innovation, integrity and stewardship-which represent the core of our campus culture. Under the leadership of Dr. John Walz, MSOE has embarked on an ambitious strategic plan, Extraordinary Together, that propels the institution forward. At MSOE, we are dedicated to promoting an academic environment marked by an unwavering respect for every individual. Summary Milwaukee School of Engineering (MSOE) invites applications for a full- time Advancement Operations Coordinator to join our University Advancement team. Reporting to the Director of Advancement Operations, the Advancement Operations Coordinator works both independently and as a valued member of a team to support the University Advancement team in processing gifts, reconciliation of associated transactions, records management and reporting. This is a critical role to the operations of the advancement team! Essential Duties and Responsibilities Gift Processing and Acknowledgment (60%) Ensure that gifts and pledges are batched, processed, and documented in a timely manner and consistent with both accounting requirements and development best practices. This includes the daily processing of online and offline gifts; entry of pledges and other expectancies; monitoring payroll deductions and recurring gifts; electronic and (if applicable) physical filing of supporting documentation; and physical delivery of gifts and supporting documentation to the Finance office. Ensure the accommodation of donor intent, collaborating with staff as necessary to identify appropriate gift Funds and substantiate processing decisions. Produce and coordinate the review of gift receipts, acknowledgments, pledge reminders, and year-end statements, ensuring systematic quality control and overall accuracy. Accounting and Administration (15%) Serve as a department liaison to the Finance and Student Accounts offices, assisting in reconciliations, troubleshooting, and other collaborative work. As requested by Director, coordinate signature collection on Gift Agreements and Fund Creation Forms; create new Fund records in the Advancement database. Assist in the documentation of gift-related processes and procedures, including (but not limited to) those involving Advancement's database of record. Records Management and Reporting (15%) Maintain filing systems (electronic and, where applicable, hard copy) for gift backup, gift agreements, pledge forms, acknowledgments, reminders, and other related documents. Assist in the development of, and ensure compliance with, filing protocols and naming conventions. Assist in coordinating student worker project requests and monitoring/supervising data entry. Compile data as requested for department reports. Assist with data entry, auditing, and cleanup projects. Other Duties and Responsibilities as Assigned (10%) Provide support at various Advancement-led events identified for all-staff support by University Advancement leadership. Assume responsibility for special assignments at the request of the Advancement staff. Participation in industry conferences, webinars, professional associations, and other modes of continuing education is expected. This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities as management may deem necessary from time to time. Qualifications High School Diploma required; a Bachelor's Degree is strongly preferred. A minimum of 2 years of fundraising, gift processing, accounting, and/or related administrative experience. Proficiency in Microsoft Office applications, including Word, Excel, and preferably PowerPoint and Outlook, is essential. Experience using a Customer Relationship Management (CRM) database and familiarity with CASE reporting standards and/or gift accounting practices are highly desirable. Experience with Raiser's Edge is preferred but not required. Must be highly organized and detail oriented, possess excellent verbal and written communication skills, and be comfortable working in a rapidly changing office environment. Demonstrated sensitivity and professionalism when dealing with internal and external clients, alumni, donors, and other constituencies. Skills and Abilities Detail-oriented, team-focused, and able to multi-task effectively in a rapidly evolving work environment. Proven time management skills and the ability to absorb and synthesize new information quickly. Ability to use judgment, tact, and discretion when handling complex and confidential material. Ability to read and interpret documents such as safety rules, operating instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before others. Ability to effectively communicate in both written and oral form. Ability to use numbers to solve problems involving concrete variables in standardized situations. Ability to apply commonsense understanding to carry out written or oral instructions. Physical Demands While performing the duties of this job the employee is largely sedentary, the ability to move is required. The employee is occasionally required to traverse within their work area as well as other areas on campus. Ascending and descending of stairs (building that does not contain an elevator). Work Environment This job operates in a professional office environment. This role uses standard office equipment, including but not limited to computers, phones, photocopiers, filing cabinets, and fax machines. Why Join MSOE? At MSOE, we invest in our employees' professional and personal growth. MSOE offers competitive, fully comprehensive benefit plans to all full-time employees including medical, dental, life, disability and vision insurance, 13 paid holidays, Paid Time Off, and paid parental leave, as well as a 403(b) retirement plan with company matching of up to 6% of employee earnings and immediate vesting. Educational benefits are available for employees and family members. Plus, employees have access to our state-of-the-art fitness center at no charge. Located in the heart of downtown Milwaukee, MSOE is just blocks away from the beautiful lakefront, the theater district, museums, sports and music venues, parks and shopping. To view more detailed information about MSOE, please visit www.msoe.edu/hr. The above statements reflect the general details necessary to describe the principle functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. It is the policy of MSOE to provide equal employment opportunity to all individuals regardless of their race, ethnicity, color, creed, religion, sex, age, national origin, physical or mental disability, military and veteran status, sexual orientation, gender identity, genetic characteristics, marital status or any other characteristic protected by local, state or federal law. This policy applies to all jobs at the University and to all the terms, benefits, and conditions of employment/enrollment. Job Code: 222