Administrative Coordinator of Institutional Advancement

Join the vibrant community at the Kansas City Art Institute, where creativity and collaboration shape everything we do. As part of our team, you’ll enjoy a supportive work environment along with comprehensive employee benefits, including health, dental, and vision insurance, retirement plan contributions, generous paid time off, undergraduate tuition remission and professional development opportunities. At KCAI, you’ll help empower artists, foster innovation, and make a lasting impact through art and design. Link to apply: kcai.edu/employment

POSITION TITLE: Administrative Coordinator 
DEPARTMENT: Institutional Advancement
REPORTS TO: AVP of Institutional Advancement
PAY TYPE: Non-Exempt
WORKER TYPE: Full-Time
PAY: $21.00/hour
 

The Administrative Coordinator of Institutional Advancement reports to the Assistant Vice President of Institutional Advancement and provides administrative and operational support to the Institutional Advancement Office. 

The Administrative Coordinator must demonstrate strong organizational skills and the ability to foster positive working relationships across the college. This role requires effective collaboration with faculty, staff, plant services, maintenance, security, marketing, communications and other departments to advance the mission and goals of Institutional Advancement.
 

 Essential Functional Responsibilities: 

• Responsible for data entry, setting up new records and updating information in Raiser’s Edge, KCAI’s donor management software system. 
• Deliver outgoing mail and distribute incoming mail daily
• Scan and batch all checks, distribute scans to various staff members, deliver physical checks to the business office, process all credit cards, generate receipts and upload all documents into Raiser’s Edge.
• Work with the faculty and financial aid office to obtain scholarships and award information and prepare year-end endowment reports for all donors. 
• Reconcile credit card accounts for senior staff.
• Process all bills, invoices, and check requests.
• Order office supplies and equipment for advancement and take out recycling.
• Batch payroll deductions in the database each month.
• Process and batch all in-kind gifts.
• Greet all visitors, answer phones, help manage calendars
• Schedule department meetings.
• Perform mail merges and assist with department mailings.
• Set up events in Raiser’s Edge. 
• Collect RSVPs for various events and create nametags.
• Monitor and report on department budgets.
• Manage room reservations for the Institutional Advancement team. 
• Research and identify new grants and funding opportunities that can bring additional revenue to KCAI.
• Manage the grant calendar and liaise with foundation program officers.
• Write and manage reports for smaller grants.
• Coordinate on-campus meetings with staff and/or faculty for grant proposals and reports.
• Upload all proposals in Raiser’s Edge database, track and record outcomes.
• Perform other duties relevant to the role as assigned.

Supervises the following:

Knowledge, Skills, and Qualifications:

• Strong administrative, computer, organizational and personal skills with attention to detail
• Ability to use or be trained on the latest computer equipment and programs being used which include but are not limited to:
• Microsoft Office Suite (including Word, Excel, and PowerPoint)
• Google Suite (including Docs, Sheets, Drive, Forms, Calendar, and Gmail)
• Raiser’s Edge
• Positive attitude and desire to contribute to a team
• Strong written and verbal communication skills
• Possess a pleasant telephone voice and positively interact with people of diverse backgrounds; ability to resolve conflicts in a constructive manner
• Field and route calls to appropriate offices
• Successfully work with external constituents, faculty, students, and staff 
• Timely follow-up and completion of duties
• Ability to navigate across campus to deliver and process department mail

 
Required Experience/Education:

• Previous administrative work experience
• Previous work experience in a nonprofit environment preferred

 
Preferred Experience/Education:

• Experience with Raiser’s Edge is strongly preferred
• High School Diploma or Equivalent

 Statement

Kansas City Art Institute is fully committed to Equal Employment Opportunity and to attracting, retaining, developing, and promoting the most qualified employees without regard to their race, gender, gender identity, color, religion, sex, sexual orientation, national origin, age, physical or mental disability, genetic information, citizenship status, veteran status, or any other characteristic prohibited by federal, state or local law. KCAI provides reasonable accommodation for qualified individuals with disabilities and disabled veterans in the job application process. If you have any difficulty using our online system and you need accommodation due to a disability, you may contact the Human Resources Department about your interest in employment. Any questions or concerns can be directed to Kansas City Art Institute’s Human Resource Administrator. 

EOE/AA: Minorities/Females/Disabled/Vets    

 Applicants must be authorized to work for any employer in the U.S.

We are unable to sponsor or take over sponsorship of an employment visa at this time.