Advancement Coordinator

Oaks Christian School

Job Description

Advancement Coordinator

Full-time, Non-exempt (12-months), Category 4

Salary Range: $25.00-$35.00/hour

General Advancement Team Support (Estimated 5 hours per week):

● Advancement Team Scheduling and Time Tracking.

● Forward-facing front-line support for donors / visitors.

● Donor Meetings / Communications Preparation.

● Weekly Team Meeting Preparation.

Database Coordination (Estimated 10 hours per week):

● Enter gift data into batch to prepare for recording all donations, pledges, and pledge payments into the RE database daily.

● Create, process, and send all tax acknowledgment letters on behalf of the Advancement team.

● Generate pledge reminders for donors on all current campaigns.

● Create and implement a new process to ensure fundraisers are aware of all incoming gifts and acknowledge gifts promptly.

● Track and report employee participation in charitable giving programs.

Events (Estimated 10 hours per week):

● Work closely with the Event Coordinator to ensure all event registration payments have been collected before the event.

● Carefully track all event income, ensuring that every donation has been appropriately allocated and recorded.

● Support the Event Coordinator to ensure a seamless check-in process for all events.

● Act as point-person for all event software.

● Coordinate Gala volunteer scheduling, communications, and overall support.

● Gala/auction- backup support with inputting items and following up with donors to confirm/gather item details.

● Provide post-event reports with event income summary.

● Assist with data entry of items for online, silent, and live auctions.

Payment Support (Estimated 1 hour per week):

• Manage and utilize payment processing methods (cash, check) and electronic systems for donation intake.

• Ensure monthly donation deposits from all systems and delivery methods are entered into Raisers Edge.

Contracts & Finance Support (Estimated 2 hours per week):

● Process all department invoices and contract payments.

● Work with the accounting department to determine and assign proper budget account codes.

● Manage and monitor department expenses.

● Serve as point of contact for Oaks Christian's gift-matching and donor-advised fund processing portals.

● Aid the Advancement team in special events.

● Balance monthly contributions from faculty and staff.

Volunteer Job responsibilities (Estimated 6-8 hours per week):

● Provide Malachi's Closet support.

● Oversight of volunteer clearance packets.

● Provide Party Book support including communications, confirmation with hosts and guests and follow-up.

Other Duties as Assigned:

● Fill in administrative tasks as needed for advancement team members.

● Create and distribute meeting minutes for all department meetings.

● Additional duties as assigned.