University Advancement Coordinator

University Advancement

Position Description:

The University Relations Coordinator provides support and assistance to the office of the Director of University Relations (DUR).  This person may assist other Advancement offices as directed by the DUR. This position reports directly to the Director of University Relations.

Essential Functions:

  • Maintain office services by organizing office procedures, maintaining historical records of events, preparing correspondences including letters, reports, minutes, and related materials from notes.
  • Perform a broad range of administrative and planning functions as well as complex and technical office work involving filing, tracking, and correspondences, constructing spreadsheets, entering constituent data into Colleague and Raisers Edge as it relates to DUR contact, and executing various research projects.
  • Serve as a liaison to external publics such as alumni, advisory board members, organizations, and other friends of the University through written and electronic correspondence as directed by the DUR.
  • Manage the Alumni Advisory Board and its various committees at the direction of the DUR, including correspondence with board members, coordination of all Board and committee meetings, and maintenance of policies and procedures, bylaws, minutes, and resolutions.
  • Coordinate with Marketing and Communications regarding ongoing projects and events and advancing projects by deadline dates.
  • Evaluate office efficiency of processes, recording, and tracking.
  • Maintain university relations budget by tracking, managing, and processing items related to the department budget, including check requests, reimbursements and purchase orders. Prepare monthly budget reports for DUR.
  • Maintain the calendar for the DUR by scheduling appointments, meetings, activities, and any travel arrangements. Receive visitors and screen calls to determine priority and refer calls to the appropriate person or department.
  • Update alumni and friend information in Colleague and Raisers Edge.
  • Compile, store, and retrieve management data for the preparation of special and recurring reports as needed.
  • Prepare visuals, presentations, and other materials for volunteer training and activities, special events, and donor-related presentations.
  • Attend weekly Lead Team and monthly All Team meetings, and others as requested by the DUR and coordinates action items.
  • Compile and coordinate alumni information for “Class Notes” section of the Vanguard Magazine.
  • Facilitate office communication, responding to voicemail, electronic, and mailed concerns from constituents – forwarding to the DUR as needed.
  • Coordinate with student worker & Social Media Specialist regarding the social media plan for the week.
  • Provide content or ideas for ongoing e-newsletters.
  • Provide support at advancement events, along with assisting volunteers.
  • Field questions concerning various areas of the University knowledgeably and attentively, providing answers either directly or with the assistance of other departments.
  • Fulfill other duties for the University as directed by the DUR.

Minimum Qualifications:

  • Bachelor’s degree preferred.
  • Five years of administrative support.
  • Proficient in Microsoft Office suite of applications.
  • Exceptional office management, organizational, writing, and communication skills.
  • Excellent interpersonal skills and professional demeanor with internal and external publics.
  • Ability to work independently and prioritize diverse and specialized details and tasks.
  • Ability to handle complaints and assist in conflict management.
  • Absolute preservation of confidential records, financial data and agreed upon conversations.
  • Ability to be flexible to changing conditions, needs, and job responsibilities.
  • Knowledge and acceptance of principles and philosophies of Vanguard University.
  • Possess autonomy in performing program and administrative functions through to completion.
  • Ability to relate to University faculty, staff, students, and external publics with a friendly and flexible disposition.
  • Knowledge of nature of faith-based (non-profit) organizations.
  • General understanding of fundraising methods including assisting in the development of grant proposals, prospect research, and events.



Full-time position. Salary is commensurate with education and experience and includes a generous benefits package.


Application Procedure:

Applicant should submit a completed VUSC Application for Staff Employment and current resume. The application form can be downloaded from the web at All applications/resumes/materials must be submitted electronically via e-mail to: . We are located at: Vanguard University of Southern California, 55 Fair Drive, Costa Mesa, CA 92626. Applications will be received until position is filled. 


VANGUARD UNIVERSITY OF SOUTHERN CALIFORNIA is a private, co-educational, comprehensive University of liberal arts and professional studies that believes its evangelical Christian community in the Pentecostal tradition offers a unique opportunity for academic achievement. Vanguard University embodies a Christ-centered, multicultural community serving approximately 2,200 students. Vanguard values and encourages qualified applicants who are diverse in gender, generation, ethnicity, race and/or ability, and seeks staff that will interact with the Vanguard community in a way that reflects a commitment to cultural proficiency. Where permitted by law and in relation to the school’s heritage and mission, Vanguard does exercise religious preference throughout the University.