Job Summary

The Institutional Advancement Office at Millsaps College invites applications for the position of Advancement Operations Coordinator. This role is central to daily operations and provides administrative and communication support for fundraising, alumni engagement, and stewardship activities. Reporting to the Vice President for Institutional Advancement, this role coordinates public engagements, travel, meetings, and donor communications, maintains data integrity in the fundraising database, and ensures professional, courteous service to donors, volunteers, and campus guests. The position works closely with the offices of Advancement Services, Alumni Engagement and Development.

The successful candidate will enjoy solving operational challenges, organizing complex projects, and identifying ways to improve processes and systems across the Division of Institutional Advancement. The ideal candidate is proactive, dependable, and curious about improving how work gets done.

This position works on-site in Jackson, Mississippi, with regular office hours from 8:00 a.m. to 4:30 p.m., including a one-hour unpaid lunch break. Evening and weekend work may be required periodically to support programs, events, and special initiatives.

Job Duties

• Provide direct administrative support to the Vice President for Institutional Advancement, including managing calendars, scheduling meetings, coordinating appointments, and anticipating administrative needs.
• Prepare meeting agendas, presentations, briefing materials, correspondence, and other documents for the VP.
• Coordinate administrative functions for the Institutional Advancement team, including scheduling meetings, arranging travel, and supporting public events.
• Prepare donor portfolio information for frontline staff to assist with charitable solicitations.
• Process financial and administrative transactions including reimbursements, purchase card reconciliations, advances, and accounts payable documentation using established college systems.
• Maintain tracking for program budgets, payments, revenues, and related operational data; prepare financial summaries and reports for leadership review.
• Fulfill purchasing requests for office supplies, equipment, and program needs in accordance with institutional policies.
• Maintain and update donor, alumni, and parent records in the advancement database, on an as-needed basis.
• Assist with processing gifts, pledges, and matching gifts with accuracy and confidentiality, on an as-needed basis.
• Maintain organized digital file systems and internal process documentation to support continuity, efficiency, and effective knowledge sharing.
• Design, document, and maintain operational workflows and process improvements using Microsoft 365 tools, including Teams, Planner, SharePoint, and Power Automate.
• Create and coordinate program materials, presentations, and basic promotional content for donors, alumni, and friends of the College.
• Support stewardship efforts, alumni engagement, and event planning and logistics, including support for homecoming, regional gatherings, and fundraising campaigns.
• Handle confidential and sensitive information with discretion and professionalism.
• Represent the division by welcoming guests and answering calls from donors and community leaders in a professional manner.
• Serve as a primary point of contact for Institutional Advancement with campus partners, external vendors, and community stakeholders.
• Other duties as assigned.

Qualifications

• Bachelor’s degree or equivalent combination of education and professional experience
• Demonstrated proficiency with Microsoft 365 (Teams, Outlook, Excel, Word, SharePoint)
• Strong organizational and project coordination skills with the ability to manage multiple programs and deadlines simultaneously
• Experience with financial processing and budget tracking
• Excellent written and verbal communication skills
• Ability to learn new technologies and implement technology solutions
• Ability to manage multiple projects, anticipate needs, and deliver high-quality results on a deadline, adjusting as needed based on shifting priorities
• Experience with event coordination, academic administration, fundraising, and program operations in a higher education setting, preferred

Physical Requirements

• Prolonged periods of sitting at a desk and working on a
• Manual dexterity required for keyboarding and other repetitive
• Ability to lift and move up to 15 pounds without
• Availability to work occasional evenings or weekends in support of programs and

Application Procedure

Interested candidates should email a copy of their resume, cover letter, and three professional references to [email protected] Please include the applicant’s first initial and last name in all file names. In the cover letter, applicants are encouraged to briefly describe an example of a process they improved, a system they helped organize, or a workflow they made more efficient. No phone calls please.