Overview

The Advancement Coordinator/Data Specialist is an essential member of the Advancement team at Head-Royce School, reporting to the Director of Advancement Services. The position manages essential administrative and data functions while supporting donor relations and fundraising initiatives. The ideal candidate is a proactive, detail-oriented professional who brings strong organizational skills, excellent oral and written communication skills, and a collaborative spirit to the role. Key responsibilities include managing donor records, processing gifts, overseeing donor stewardship, supporting fundraising efforts, and performing various administrative tasks.

Responsibilities

  • Gift Processing & Donor Stewardship: Process gifts by entering donations and pledges into the donor database, accurately capturing donor intent, and ensuring that Advancement’s records are accurate and reconciled with the Business Office.
  • Coordinate recognition and stewardship correspondence including printing and mailing timely acknowledgments, tax receipts, thank you cards, and annual giving statements.
  • Track pledges, send regular reminders, and coordinate personalized follow-up with Advancement team members.
  • Assist with donor stewardship, managing tasks related to impact reports, annual endowment reports, campaign acknowledgments, and Head of School stewardship initiatives
  • Database Maintenance and Reporting: Maintain constituent records and data integrity in the donor database and digital files, including but not limited to: adding and updating records, correspondence, gift agreements, processing returned mail, conducting data maintenance projects, and managing the Advancement electronic filing system. Support email and direct mail appeals through proper data segmentation and distributionTrack appeal data, create queries, generate reports, and pull lists from the database.
  • Office Coordination and Administrative Tasks: Support the Director of Advancement with scheduling, calendar management, and coordinating appointments with key prospects and donors.
  • Serve as the first point of contact for the Advancement Office, greeting visitors and managing general inquiries via phone and email, and interdepartmental project coordination with professionalism and efficiency.
  • Maintain the office calendar and monthly action plans to ensure smooth operations.
  • Provide multifaceted administrative support, including managing office supplies, assisting with meeting preparation, and providing project management support.
  • Attend school-related events as needed to support Advancement efforts.
  • Assist with event setup and breakdownAssist with other duties and tasks that support the Advancement Office, as directed by the Director of Advancement or Director of Advancement Services.

Skills and Qualifications

  • The ideal candidate will have strong computer skills, including proficiency in Google Workspace (Gmail, Docs, Sheets, Drive) and Microsoft Excel is required. Experience with Raiser’s Edge strongly preferred or equivalent experience in another CRM database and demonstrated ability to learn a new system quickly.
  • Expertise in working with designers and/or desktop publishing would be a plus.
  • The ideal candidate is an organized, self-driven individual with a keen eye for detail and strong written and verbal communication skills.
  • The Advancement Coordinator should be a collaborative team player with excellent follow-through and the ability to juggle multiple tasks effectively. Strong interpersonal, analytical, and problem-solving skills, along with the ability to manage time efficiently, are key to success in this role. A positive, flexible attitude, a collaborative mindset, and a willingness to lend a hand when needed are essential for this position. A curiosity-driven mindset and willingness to grow are also essential.
  • Demonstrated ability to work independently and collaborate as part of a team.
  • Demonstrated punctuality and attendance.

Other Requirements

  • This position requires a highly organized individual with a collaborative spirit, ready to assist across multiple areas of the Advancement Office while managing a variety of tasks efficiently.
  • Must show TB clearance in addition to providing clearance in background screening.
  • Some evening and weekend work will be required, with significant advanced notice.
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