Advancement Administrative Coordinator

University Laboratory High School

The University of Illinois Urbana-Champaign is accepting applications for an Advancement Administrative Coordinator at the University Laboratory High School. This position supports the University Laboratory High Schools' Advancement Office by overseeing donor data management, assisting in event coordination, facilitating communications and outreach efforts, and helping develop and implement strategic programs. This multifaceted role also involves fiscal processing, travel support, and community engagement to help further the mission of Uni High and its Advancement initiatives.

Duties and Responsibilities-

Data Management & Donor Relations
• Perform timely and accurate data entry in the University of Illinois Foundation (UIF) donor database (TED), maintaining up-to-date records for constituents, students, faculty, and staff.
• Generate donor gift receipts and coordinate acknowledgements including letters, cards, and videos in line with the Advancement Office’s stewardship plan.
• Prepare and distribute weekly gift acknowledgement letters for the Director’s signature.
• Generate reports from TED, including gift acknowledgements, fund analysis, and constituent profiles.
• Process gifts using appropriate UIF documentation and procedures.

Event Planning & Coordination
• Organize monthly Advancement Committee meetings, including taking and distributing meeting minutes.
• Support the planning and execution of major events such as- ReUNIon Weekend, Alumni receptions and dinners, Graduation events (e.g., Senior Supper, Rising Star Award Dinner), New Parent Reception, Regional alumni gatherings.
• Manage event logistics including venue reservations, preparation of materials, catering coordination, and on-site assistance.
• Work with communications staff to publicize Advancement Office events and initiatives through appropriate channels.

Administrative Support
• Manage mailings to alumni and current parents: prepare mailing lists, merge documents, stuff envelopes, and track mailings.
• Request and maintain mailing lists and advancement-related reports from UIF.
• Schedule and manage the Director’s calendar and ensure smooth execution of program events and campus/community engagements.
• Track merchandise inventory and report findings to the Business Manager annually.
• Order and organize constituent packets and school memorabilia.
• Maintain internal financial and procedural documentation for office reference.
• Collaborate with the Director and Advancement team in visioning and developing strategic program plans.
• Coordinate with the Advancement team to align goals and tasks.

Fiscal & Travel Support
• Coordinate award logistics on behalf of the Uni High Advancement office; act as liaison with the Uni High Business office to ensure smooth operation.
• Assist the Director and Assistant Director of Advancement with travel arrangements.
• Process expense reports and purchases using Chrome River; utilize T-card/P-card in accordance with university policies.
• Create requisitions through iBuy for office and event-related purchases.
• Assist with program-related financial responsibilities.

Position Qualifications

Required-

• High school graduation or equivalent

• Any one or any combination totaling five (5) years (60 months) from the following categories:

A. college course work in business, finance, accounting or a related field:

• 60 semester hours or an Associate's degree equals one (1) year (12 months)
• 90 semester hours equals two (2) years (24 months)
• 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
• Master's degree or higher equals four (4) years (48 months)

B. progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Preferred-

• 2 years of professional business experience related to advancement activities, such as donor relations, program coordination, and/ or event planning; in an academic or nonprofit setting.
• Bachelor’s degree preferred in business, communications, education, arts administration, or related field.
• Experience with donor databases and/or advancement software (TED, UIF; UIF online reports including gift transmittals).
• Experience with event planning and/or coordination.

Knowledge, Skills, & Abilities-
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace.
• Ability to learn and use database systems (e.g., TED, Emburse Enterprise, iBuy,).
• Familiarity with UIF and University of Illinois systems and policies.
• Excellent organizational, interpersonal, and communication skills.
• Ability to manage confidential information with discretion and professionalism.
• Strong attention to detail, and ability to prioritize multiple tasks under deadlines.
• Willingness to occasionally work evenings and weekends for events.

Training-
• Must maintain UIF Mandatory Training on the use of the database and UIF Online reports.
• Must maintain training on OBFS procedures and Emburse Enterprise (formerly Chrome River).

Appointment Information

This is a 100% full-time Civil Service 0058 - Administrative Aide position, appointed on a 12-month basis. The expected start date is as soon as possible after the close of the search. The salary range for this position is $40,287- $45,000. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. Sponsorship for work authorization is not available for this position.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on July 29, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting and upload a cover letter, resume and contact information for three professional references. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Kelly Vogelbaugh at kvogelba@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1031814
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu