Advancement Operations Coordinator

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Position type: full-time
Location: Lewisburg, PA
Categories: University Advancement / Alumni Relations

University Advancement (UA) is here to advance the mission of Bucknell University by engaging the Bucknell community. It is only through the support of alumni, parents and friends – by opening doors to career opportunities, engaging others to join the conversation and community, and entrusting us with their philanthropic commitments -- that we can further elevate Bucknell as a leader in undergraduate education.

Our team is dedicated to this mission and unified by five values:

Lead with Integrity

Embrace a Collaborative and Inclusive Spirit

Be Open and Receptive

Nurture Creativity and Innovation

Foster a Culture of Empowerment and Knowledge

These values also illustrate how we bring, as a division, the University's strategic plan to life and exercise our commitment to diversity, equity and inclusion on a daily basis.

As part of UA, the Advancement Operations Coordinator provides centralized support for UA staff for specific functions and projects related to Advancement operations including finance, fundraising travel & expense, support for recruiting and onboarding tasks, training documentation, and other support functions. The Coordinator undertakes the wide variety of duties and tasks necessary to assist the fundraisers and other UA travelers and credit card holders, and must have the ability to prioritize competing projects and work effectively in a high-volume environment.

This position reports to the Director, University Advancement Operations.

Position Responsibilities:

  • Works collaboratively to provide support for UA staff members. Prioritizes tasks and manages assignments to provide effective support services as categorized below.
    • Monitors the centralized requests for travel and other support.  This may include assistance with campus car reservations, assembling information packets, campus visit planning and support, and other special requests.
    • Post travel services including preparing expense reports to ensure appropriate expense reconciliation/reimbursement and budget charges using the online expense system.  Maintains knowledge of Bucknell's Travel and Expense Policy and works directly with assigned UA staff for timely and accurate reporting.
    • Maintains records of UA vendors and pays invoices through the online expense system following appropriate approval and workflow.
    • Supports internal UA Events including scheduling and support for training sessions and networking events.
    • Provides support for the preparation and process for UA staff/campus partner travel.
    • Orders supplies including customized Bucknell stationery and maintains the publication/brochure inventory.
  • Provides support for the UA recruitment and on-boarding processes
    • As UA vacancies are posted, receives assignments for scheduling and document preparation for candidate interviews, venue and catering needs, and other supporting tasks, helping to ensure a positive candidate experience.
    • Communicates with the hiring manager and utilizes a template to schedule training and meetings for new UA staff as part of the onboarding process. Monitors schedule to ensure training is implemented as proposed.
    • Creates and maintains staff reference and orientation documents and updates related google sites to ensure up to date information.
  • Maintains knowledge of online systems and tools used in the support process including the project management software, university electronic travel and expense system, and Microsoft Word and Excel, and G-suite. Participates in training opportunities to improve knowledge as appropriate.
  • Performs other duties as assigned.

Minimum Qualifications:

  • High school diploma or GED
  • Three or more years’ experience providing office support services
  • One or more years’ experience working with budgets/expense management
  • Proficiency with the use of spreadsheets and electronic documents
  • Demonstrates knowledge of database and reporting functions

The successful candidate must have strong organization, communication, and creative problem solving skills.  The successful candidate must also work productively in a team environment.

Other Requirements:

This position requires occasional evening and weekend work to support UA’s events including blocks of time for major events such as Family Weekend, Reunion, and Homecoming, and other event support as required. Staff should mark their calendars for major events and events in their department. Exceptions require supervisory approval.

Preferred Qualifications:

  • Prior accounting or financial experience
  • Experience in a higher education fundraising office

About Bucknell

Founded in 1846 and located along the banks of the Susquehanna River in historic Lewisburg, Pa., Bucknell University is an undergraduate-focused institution that stands uniquely at the intersection of top-ranked liberal arts, engineering and management programs. Our students choose from more than 60 majors and 70 minors in the arts, engineering, humanities, management, and natural and social sciences, as well as extensive global study, service-learning and research opportunities. Bucknell’s 3,700 undergraduate and 30 graduate students enjoy a low 9:1 student-faculty ratio and exceptional opportunities to collaborate with faculty mentors on scholarly and artistic projects.

Bucknell’s beautiful 450-acre campus includes first-rate facilities and is home to more than 90 percent of its undergraduate students. Student life is vibrant with about 200 student-run organizations, 27 NCAA Division I athletics teams, a robust arts culture, and a commitment among many of the students to community and global service work.

Bucknell is committed to fostering an environment that embraces diversity, equity and inclusion, and we seek candidates who will contribute to a climate that supports the growth and development of a diverse campus community. The University provides equal opportunity without regard to race, color, gender, gender identity, gender expression, sexual orientation, age, religion, national or ethnic origin, marital status, veteran status or disability in admissions, employment and in all of its educational programs and activities. We encourage individuals from historically underrepresented groups to apply.

The Community

Lewisburg (pop. 5,700) is located in central Pennsylvania and features beautiful Victorian homes, the restored art deco Campus Theatre (owned by the University), a variety of restaurants, shops and boutiques, and the Barnes & Noble at Bucknell University Bookstore. It is the seat of Union County, which has about 44,000 residents.

The city of Williamsport is about a 30-minute drive from campus, and Penn State University’s main campus is about an hour away, as is Harrisburg, Pennsylvania’s state capital. Bucknell is within a three-hour drive of New York City, Philadelphia, Baltimore and Washington, D.C.

The cost of living is low compared to that of major U.S. cities and suburbs. Bucknell’s surroundings yield fresh produce, cultural activities and events, and outstanding opportunities for outdoor activity on the Susquehanna River and in the nearby state parks and forests. The Lewisburg Area School District receives excellent reviews for its schools at all grade levels. Lewisburg Area High School consistently ranks among the top 50 high schools in Pennsylvania for SAT scores and statewide exams.

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COVID-19 Information

Bucknell University is committed to the health and well-being of our community. As such, we have implemented many strategies to keep our community healthy. Students are required to be vaccinated against COVID-19, and faculty and staff are strongly encouraged to vaccinate and provide documentation of vaccination to Human Resources. Employees who do not provide evidence of vaccination are required to participate in the University’s COVID-19 sequential testing program. All members of the Bucknell community and campus visitors are required to wear masks inside public and academic buildings, regardless of social distancing or vaccination status. Click here for more information.

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