Office Coordinator

The South Dakota Mines Center for Alumni Relations and Advancement (CARA) is seeking an Office Coordinator & Assistant to the CEO who will serve as the operational backbone of our organization. Reporting directly to the CEO, this role combines three essential functions: office coordination and front-desk operations, gift processing and data management, and executive support. The position ensures smooth daily operations for CARA and the Pearson Alumni Center while maintaining the accuracy and timeliness of donor stewardship through precise gift entry, a critical function for stewarding relationships with thousands of alumni and donors.

The ideal candidate has at least 5 years of experience in office coordination, executive support, or gift processing, with a proven track record of delivering reliable support to both staff and leadership. This role requires an energetic self-starter who excels at working independently while contributing as a collaborative team player.

Key Responsibilities

Office Coordination

• Serve as the primary point of contact for visitors, alumni, donors, and campus partners.
• Greet and assist guests in the Pearson Alumni Center and direct them to the appropriate staff member.
• Answer and route incoming calls and general email inbox messages.
• Maintain an organized, welcoming reception area and overall office environment.
• Manage incoming and outgoing mail, packages, and deliveries.
• Maintain office supply inventory and coordinate with vendors (copier, phones, equipment, cleaning services, etc.).
• Provide general support to staff and assist with general administrative tasks.
• Along with CARA's Property Manager, help coordinate building maintenance needs.
• Manage Pearson Alumni Center room scheduling, including weekly campus scheduling meetings.
• Support onboarding for student workers in the finance and operations area.

Gift Processing

• Accurately enter data and gifts into the CRM (Blackbaud / Raiser's Edge) based on established CARA policies.
• Process all gift types: checks, cash, online gifts, wires, stock gifts, and third-party platforms.
• Prepare receipts and acknowledgments, and ensure these are generated and sent promptly.
• Scan and maintain organized digital gift documentation.
• Complete gift reconciliation and prepare