Coordinator, Advancement Operations

How You’ll Contribute

The Advancement team identifies, cultivates, solicits, and stewards individuals, as well as foundation, government and corporate partners who invest in the Society to drive impact through science, technology, education, exploration, and storytelling. The team collaborates across the Society to build transformative and impact-driven strategic partnerships. The team also produces global events that deepen connections and leverage the Society’s power to convene, and directs robust annual, major, and planned giving programs empowering the Society with a broad base of public support.

Reporting to the Vice President, Advancement Operations and working with a dynamic, interdependent, and collaborative team, the Coordinator, Advancement Operations is responsible for administrative tasks, data entry and maintenance, staff and vendor support.

Your Impact

Responsibilities Include

Advancement Operations Administration (30%)

• Coordinate the onboarding, setup and maintenance of vendors on appropriate systems including Workday.
• Create vendor requisitions and process invoices for approval and payment.
• Maintain appropriate documentation and reminder system for vendor contracts.
• Support collaboration and partnership between Advancement Operations and other operations, data and systems teams within the organization.
• Ensure that administrative systems and processes run smoothly. Regularly assess the needs and opportunities of the team, the broader department and the organization to recommend and implement improvements for greater efficiency and effectiveness.
• Updates and maintains administrative policies, procedures, methods and documentation; developing and communicating improvements with team and management as appropriate.
• Regularly research and pursue job-related educational opportunities to more effectively support the Advancement Operations purpose and services to the broader Advancement team.
• Monitor and maintain the Society’s presence on various charity watchdog websites and staff non-profit association memberships.

In-house Gift and Mail Processing (30%)

• Manage in-house mail pickup, sorting and processing.
• Follow approved guidelines to process, track and submit to Finance donations received in-house for timely, accurate handling and response.
• Respond to and resolve data-related donor requests including receipt requests, questions about their donations, monthly donor requests to update their gift pledges and unsubscribe requests.

Data Security & Maintenance (25%)

• Track, coordinate the response to and document data security requests from external constituents.
• Manage non-staff registry list for vendor authorization and appropriate access.
• Perform accurate data entry and record keeping in Raiser’s Edge and other systems as appropriate for all responsibilities involving donor data including relationship manager assignments, action imports and record merging.

Team Support and Office Management (15%)

• Support the Vice President, Advancement Operations and other team members with scheduling, meeting management, travel arrangements and assist with other logistical tasks as needed.
• Manages onboarding process for new staff and trains new staff on select administrative tasks and procedures.
• Track, order and organize office supplies.
• Perform other duties as assigned.

What You’ll Bring

Educational Background

Bachelor’s degree preferred or equivalent experience.

Minimum Years and Type of Experience   

2+ years of professional work experience; prior experience in an administrative role preferred. 

Necessary Knowledge and Skills

• Detail-oriented, highly organized, and capable of managing multiple projects simultaneously.
• Ability to work independently and collaboratively in a goal- and deadline-oriented team environment.
• Service- and solutions-oriented.
• Strong interpersonal skills and ability to communicate professionally in a fast-paced, dynamic team environment.
• Familiarity with Raiser’s Edge or other fundraising database preferred.
• Competency in word processing and spreadsheet capabilities required (Excel, Word, and PowerPoint)
• Ability to exercise good judgment and work with minimum of instruction and supervision when necessary. 
• Ability to maintain high standards of confidentiality.
• Degree or experience in administration, data management, systems, technology, business operations preferred.
• Ability to relate to people of diverse backgrounds, training, and experience.
• Strong personal and professional integrity.

Supervision

No direct reports

Salary Information

National Geographic Society offers a competitive and holistic total rewards package. Our compensation structure and transparent pay philosophy are based on industry-specific market data for similar sized nonprofit organizations.

The hourly range for this position is $23.79-$27.48.

Pay offered to candidates will be based on several factors including but not limited to industry-based or other relevant work experience, education, skills, certifications, and training.

In addition, National Geographic Society offers a competitive and comprehensive benefits package that includes, but is not limited to, medical, dental, and vision insurance; engaging and comprehensive wellness program; 401(k) retirement savings plan with matching contributions after 6 months of employment; flexible paid time off benefits with up to 22 days of paid annual leave per calendar year (15 days for new hires in their first year, prorated based on the number of pay periods remaining in the year) and 10 days of sick leave; 12 paid holidays and a paid winter break between December 25 and 31; paid parental leave, adoption and surrogacy expense reimbursement, fertility benefits; learning and development opportunities; Lifestyle Spending Account; pet adoption assistance and insurance; pre-tax transportation benefits with a generous employer subsidy; employer-paid life insurance and disability benefit; and a variety of National Geographic discounts and perks.

Job Designation

Resident - Our Resident category recognizes that certain staff need to be physically present at Base Camp to do their work. Some Resident staff must be at Base Camp every day to do their jobs, while others may only need to be physically present onsite some of the time to meet looming deadlines or to get work done and may require a unique schedule. As such, this category has been revised to provide maximum flexibility depending on what’s required for each individual role. The days Resident staff come into the office will be determined by their teams and workflow, and they should work with their supervisors to determine their specific schedule. And throughout the year, their schedule may be adjusted based on cyclical work cycles, deadlines, and/or ebbs and flows of work.

Candidates must be legally authorized to work in the United States. This position is not eligible for visa sponsorship.

We encourage you to apply even if your experience is not a 100% match with the position. We are looking for someone with relevant skills and experience, not a checklist that exactly matches the job description. We want to help you grow and in return, you help us grow into a stronger, more inclusive organization.