Jan 05, 2022

Advancement Services Coordinator

  • Harvey Mudd College
  • Claremont, CA, USA
Full-Time Administration

Job Description



The Advancement Services Coordinator (Coordinator) is a member of the Harvey Mudd College Office of College Advancement (OCA). This position performs a broad range of responsibilities within OCA including gift processing,data-related entry operation, and donor/financial/statistical reporting. Responsibilities include daily gift and pledge entry and validation, preparing donor receipts, creating pledge reminders, performing monthly General Ledger feeds and reconciliations, data analysis, and records management. This position requires attention to detail, a technical aptitude, and a proclivity toward working with data. While this position reports to the Associate Director of Advancement Services (DAS), the Coordinator also works directly with the Assistant Director of Advancement Services (ADAS), the Director of Research, the Business Affairs Office, and The Claremont Colleges Services (TCCS) Financial Services department. The Coordinator may also participate in a broad range of administrative support functions.

About Harvey Mudd College:

Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is a highly selective undergraduate liberal arts college offering degrees in science, technology, engineering, and mathematics. HMC enrolls about 800 students and is a member of The Claremont Colleges, which comprises five undergraduate colleges and two graduate institutions.  According to students, professors, and alumni, what makes Harvey Mudd distinctive is its collaborative, cross-disciplinary nature. The working environment is built on collaborative relationships between and among all members of the campus community and a deep commitment to the College’s mission to educate students “so that they may assume leadership in their fields with a clear understanding of the impact of their work on society.”


Gift Processing

  • On a daily basis, process all gifts and pledges. Generate gift receipts for donors and daily/weekly gift reports for OCA staff.
  • Coordinate as needed with the Business Affairs Office and TCCS Financial Services to help facilitate securities and electronic fund transfer (EFT) gifts to the College.
  • Process and transmit the monthly general ledger feed. Complete monthly general ledger, gift clearing, and specified gift account reconciliations.
  • Create and submit accurate financial journals in Workday to move funds as needed.
  • Generate and/or coordinate the production of routine and custom reports including statistical outputs and analysis. Provide routine reports to staff as requested.
  • Assist in the preparation of yearly reports/mailings such as Calendar Year-End Gift Summary, Pledge Receivables, VSE, IRS990, US News, and pledge reminders.
  • Assist in requests and queries from auditors regarding OCA data.
  • Under the guidance of the ADAS, assist in responding to gift and constituent data requests and provide gift documentation as needed.

Data Maintenance

  • Manage and maintain demographic information for college constituents based on information received from remit envelopes, phonathon call sheets, call reports, contractual data providers, screening vendors, various College publications and mailings, etc. Perform quarterly NCOA address updates.
  • Identify, inform supervisor, and assist in the resolution of Advancement Services data or operations inconsistencies.


  • Process monthly HMC purchase card reconciliations.
  • Ensure necessary letterhead, gift receipt paper, envelopes, etc. are always in stock.
  • Maintain a workstation that keeps confidential information secure and maintain confidential files.
  • Assist with maintenance of departmental Policies and Procedures documentation.
  • Perform other duties as assigned and participate in OCA events as a representative of the College as needed.

Knowledge, Skills, and Abilities

  • Ability to work independently, exercise good judgment, and make accurate independent decisions regarding appropriate recording and retrieval of data.
  • Ability to multi-task and consistently handle a myriad of gift, pledge, and other data processing situations, following department protocols.
  • Possess a strong aptitude for working with technology and data, as well as proficiency with MS Word and MS Excel; expert-level preferred (i.e. create macros, use V-look up, etc.). Ability to learn, navigate, and maintain databases.
  • Ability to recognize and resolve data or operations inconsistencies.
  • Possess excellent organizational skills, the ability to track infrequent tasks and problem solve.
  • Ability to handle frequent interruptions, meet deadlines and prioritize multiple projects.
  • Demonstrated ability to work in a team-oriented environment that requires effective communication and collaboration.
  • Possess a positive attitude and a strong work ethic.
  • Possess strong interpersonal, written, and verbal communications skills.


Education and Experience:


  • Bachelor’s degree or a combination of work experience, education, and training.
  • Minimum of three years of relevant work experience that includes significant data entry with a high level of accuracy.
  • Proficiency with MS Office as well as strong administrative and technical skills.
  • Possess and maintain a valid driver’s license and driving record acceptable to the College’s automobile insurance carrier.


  • Bachelor’s degree with gift processing, fund, or business accounting experience.
  • Three or more years of experience in gift processing and/or in a fundraising environment.
  • Experience with Blackbaud Raiser’s Edge NXT.
  • Experience working in higher education or a non-profit office environment.
  • Knowledge of business mathematics and bookkeeping procedures.


  • Hours: The regular hours of this position are 8:00 a.m. to 5:00 p.m. (with a one-hour unpaid meal period). Hours may vary due to the needs of the College or department and staff member may need to work an occasional weekend or evening due to department needs/events.
  • Classification and Status: This is a full-time benefits-eligible, non-exempt position.
  • Reports to: Associate Director of Advancement Services. Absent an Associate Director of Advancement Services, the Coordinator reports to the Director/Senior Director of Advancement Services and Operations

Application Process

Application Procedures:

Please visit www.hmc.edu/employment  to view a complete job description for this position and obtain information about how to submit an application.   Information about HMC’s competitive benefits package is available at www.hmc.edu/hrbenefits.

Deadline to apply:

Position will remain open until filled.

All faculty and staff (including contract workers) who are employed at HMC and for whom the COVID-19 vaccine is approved/authorized by the FDA, must be vaccinated against COVID-19, and provide proof of vaccination unless an exemption from this policy has been granted as an accommodation or otherwise.

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

This job description defines the essential or fundamental job duties of the employment position. It is assumed that the employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others.



Security Clearance

NO Security Clearance

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