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Wabash Employment

Campaign Operations Coordinator

Date Posted: 04/05/22

Job title: Campaign Operations Coordinator

Division/department:  College Advancement

Reporting relationship:  Special Events Coordinator

Supervising responsibilities:   Advancement Student Worker

Location of job:  Hays Alumni Center

Work schedule:  8:00-4:30, Monday-Friday; Some Evening/Weekend Hours Required

Exemption status:  Exempt

Payroll status:  Salary


Summary of Duties and Responsibilities

A member of the Wabash College Advancement Office, the Campaign Operations Coordinator is responsible for coordinating operational aspects of all phases of the College’s comprehensive campaigns and managing campaign projects that support Advancement staff, campaign leadership, and volunteers.

The position requires a high-energy individual who can work independently as well as with a larger College Advancement team and staff from across campus. Experience with higher education fundraising standards and best practices preferred.


Primary Duties and Responsibilities

  1. Manage campaign projects that support the Advancement Staff and campus partners, including:
    1. Work with Advancement staff to facilitate and execute gift intent form documentation and ensure that such documentation is signed, copied, and circulated to appropriate members of the Advancement and College staff, including Gift Processing and the Coordinator of Stewardship for appropriate and timely gift recognition.
      1. Ensure accurate tracking and recording of campaign commitments.
    2. Assist with Advancement data and reports by maintaining a high-level working knowledge of campus databases, including Ellucian Colleague, Entrinsik Informer, and other Advancement tools, and working with Advancement Services and IT Services to implement any new reports or datasets as necessary.
    3. Support the Special Events Coordinator in coordination of campaign related travel itineraries and materials for the President’s Office.
    4. Work with Communications and Marketing staff to support all campaign or special project communications.
    5. Support Advancement staff with internal marketing and presentation materials related to the campaign and prospect engagement, including PowerPoints, PDFs, brochures, and other campaign materials.
    6. Coordinate operational aspects of the College’s comprehensive campaigns related to volunteer management and engagement, including:
      1. Provide support for volunteer leadership and campaign teams and ensure that campaign meeting agendas, reports, and other materials are distributed to volunteers and other key campaign stakeholders for meetings of campaign leadership.
      2. Track volunteer tasks and implementation steps, including due dates and reports, and keep volunteers on track to complete prospect assignments and other campaign work on the designated timelines.
      3. Coordinate campaign leadership meeting follow-up and next steps.
  2. Attend on- and off-campus events that allow for constituent engagement and cultivation. Examples include athletic contests, social events, campaign events, regional events, homecoming, and reunion weekend.
    1. Support the Special Events Coordinator with all event planning and implementation, including:
      1. Creating invitation lists and invitation preparation
      2. Monitoring and recording event registration and producing name badges
      3. Provide onsite support in set-up, production, and clean-up
      4. Produce event follow up letters and post-event prospect tracking
      5. Maintain inventory, upkeep, and organization of event materials
  3. Provide graphic design, updates, and maintenance for the ‘Whenever. Wherever Wabash.’ virtual news and events website.
  4. Attend campaign, prospect management, and Advancement staff meetings as required and actively participate in those meetings.
  5. Complete reimbursement reports and other reports as assigned in a timely manner.
  6. Work closely with Alumni & Parent Relations, the Annual Fund, Major Gifts, Advancement Services, and Planned Giving, to create an effective College Advancement Team.
  7. Provide management and leadership to the Advancement Student Worker.
  8. Fulfill other appropriate duties as assigned.



Evaluation of Advancement staff is an ongoing process. Interim goals and objectives will be set and monitored on a regular basis. Formal evaluation will occur in May of each year.


  1. Bachelor’s degree required
  2. Two-three years of previous operations and project management experience; preferable in higher education.
  3. Exceptional attention to detail.
  4. Passion for higher education and a dedication to promoting the College’s mission and strategic fundraising priorities.
  5. Ability to manage projects and coordinate multiple tasks in a timely fashion.
  6. Proficiency with both Microsoft Office and Adobe Creative Suite (including InDesign, Photoshop, Premiere Pro, and Illustrator).
  7. Excellent writing and persuasive communication skills.
  8. Self-starter with demonstrated initiative.
  9. Valid driver’s license is required.


To apply for this position, please upload a cover letter, resume and contact information for three professional references by choosing “Apply Now” or at Consideration of candidates will begin immediately and continue until the position is filled. 

Wabash College seeks faculty and staff who are committed to providing quality engagement with students, high levels of academic challenge and support, and meaningful experiences that prepare students for life and leadership among diverse populations around the globe. Wabash is an equal opportunity employer and welcomes applications from persons of all backgrounds. 


Catherine A Metz
Director of Human Resources
Human Resources
Wabash College
P.O. Box 352
Crawfordsville, IN 47933


For general questions about the position or the department, contact:

Joe Klen
Associate Dean for College Advancement



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