Advancement Accounting Coordinator

US-WI-Eau Claire
Posting #
Close Date
FLSA Status
Hourly Pay Rate/Salary
Based on professional, level 3: starting salary of $46,165
Hours per Week
Work Schedule
Salaried position
Anticipated Start Date
As soon as possible

Overview and Responsibilities

Under the direction of the Executive Director of Institutional Advancement, the Advancement Accounting Coordinator manages the college scholarship process, maintains the CVTC donor/alumni database, manages the donor acknowledgment process, assists with fund-raising communications, and provides donor research and analysis. This position is also responsible for coordination of the college’s advancement program including: developing and implementing data and gift-entry procedures, producing reports and mailing lists, and contributing to successful implementation of advancement strategies including donor acknowledgements and other stewardship efforts.



  • Working mostly independently and with autonomy to make decisions regarding data management, this position has the following responsibilities for internal and external advancement data systems.
    • Ensure all donor paperwork, donor wall, donor files, awards, and all scholarship information is maintained according to federal, state, and college regulations and guidelines.
    • Oversee annual and comprehensive campaign records, planned giving program records, Strategic Planning data, and Alumni records.
    • Serve as department Banner User Committee (BUC) representative.
    • Working cooperatively with the executive director and annual gifts officer, provide prospect research, report and data updates.
    • Conduct benchmarking and evaluation for advancement events; assuring accountability for all fiscal matters and adherence to regulations as well as college and Foundation policies and procedures.
    • Prepare and analyze data reports for advancement decision-making.
  • This position requires knowledge of current advancement accounting practices and is responsible for working with the executive director to implement these practices in the general accounting for the Advancement Office and CVTC Foundation.
    • Serve as primary liaison between the Advancement and Finance offices.
    • Manage data and gift entry with Banner Advancement so that gift processing, tracking, reporting and acknowledgement of donations are performed in an accurate and timely fashion.
    • Assist with all campaigns
    • Manage all online gifts.
    • Ensure data accuracy; reconciles data with IT, Finance, and other college departments.
    • Provide general accounting for the CVTC Foundation.
      • Prepare quarterly financial statements and investment schedule.
      • Process checks and journal entries.
      • Prepare and analyze all fund levels quarterly, with special attention to endowments and grants.
  • Responsible for day-to-day decision making and operation of college scholarship program including CVTC scholarships, grant-funded scholarships and other direct student support.
    • Develop, implement and maintain scholarship process and procedures.
    • Ensure accuracy of all scholarship fund data.
    • Work cooperatively with the Executive Director and Foundation Assistant to ensure accurate and efficient operation of software based scholarship system to award and manage scholarships.
    • Communicate regularly with Annual Gifts Officer and Executive Director regarding scholarship funds.
  •  Responsible for development and implementation of department systems and processes.
    • Document all processes and procedures.
    • Follow advancement policies and procedures, supporting development activities as needed.
  • Other advancement responsibilities:
    • Maintain positive relationships with donors, students and employees.
    • Communicate with employees on issues related to monetary and in-kind contributions, payroll deductions, fund balances and scholarships.
    • Build positive relationships with employees in promotion of Foundation contributions, payroll dedication and campus campaign.
    • Maintain board, donor and department confidentiality.
    • Manage stewardship program.
    • Maintain the donor wall and awards.
    • Manage Culture of Excellence, Distinguished Alumni, and Proven Business Partner award processes.
    • Assist with general departmental support.
    • Complete and disseminate meeting agendas, minutes, and correspondence for Alumni Association.
    • Participate in advancement events including scholarship recognition reception, alumni gala, and campus campaign events.


Required Knowledge, Skills and Abilities:

  • Knowledge of current advancement accounting and data management practices and regulations.
  • Ability to work independently with tight timelines.
  • Self-starter and self-directed with strong analytical, reasoning, and organizational skills.
  • Excellent interpersonal skills with ability to work with public, internal, and external stakeholders.
  • Ability to work effectively in a team environment.
  • Ability to keep accurate records and prepare detailed reports.
  • Ability to use judgment, discretion, and decision making skills in dealing with confidential and sensitive issues.
  • Ability to organize materials and set priorities.
  • Commitment to customer service standards.
  • Ability to model integrity through self-awareness, personal accountability, ethical behavior, quality standards, and sustainable practices.
  • Ability to think critically by applying problem solving practices, acquiring relevant information, using technology and other resources appropriately, and evaluating alternatives.
  • Ability to communicate effectively by speaking and writing clearly, concisely, and professionally; practicing active listening; reading critically and adapting communication for audience.
  • Ability to value diversity by recognizing personal biases, adapting to culturally diverse situations, and demonstrating a commitment to equity, inclusion, and respectful interactions with persons of diverse ethnic, cultural, social-economic, or educational backgrounds.
  • Advanced knowledge of and skills with technology including software programs for communication, data collection, and decision making including, but not limited to, Microsoft Office Outlook, Word, and Excel and integrated database applications (e.g., Banner, Academicworks, CRM).


  • Bachelor’s degree, preferably in Accounting or Business Management.
  • Minimum of 3 years of experience with accounting or data management, preferably in higher education and/or non-profit organization(s).
  • Minimum of 2 years of experience in a coordinating or project management role preferred.

In evaluating candidates for this position, the College may consider a combination of education, training, and experience which provides the necessary knowledge, skills and abilities to perform duties of position.

As an equal opportunity/access employer and educator, CVTC is committed to creating and sustaining a diverse and inclusive environment.  All qualified candidates are encouraged to apply.

Benefits Summary

  • Health and dental insurance for all family members
  • Life and long-term disability insurance
  • Wisconsin Retirement System (WRS)
  • 403(B) tax deferred annuity program
  • 457 deferred compensation plan
  • Section 125 flexible spending accounts
  • Paid vacation, holidays, personal and sick leave


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