Advancement Communications Coordinator

Association of Fundraising Professionals - NYC Chapter; New York (NY); Hybrid; USD 65,000 - 85,000; Full time

Job summary

Association of Fundraising Professionals - NYC Chapter seeks an Advancement Communications Coordinator to lead print project management for fundraising appeals, newsletters, and donor materials. You will coordinate design, production schedules, proofs, and budgets, while serving as the primary liaison to printers, vendors, and internal stakeholders.

Some design work and content gathering are required. You will support fundraising campaigns and donor communications, ensuring materials meet

Qualifications

• Bachelor’s degree in Communications, Marketing, Project Management, Business Administration, or related field.
• 3+ years of experience in print production, project coordination, publishing, fundraising communications, or related area.
• Experience managing multiple projects and deadlines simultaneously.
• Strong organizational, administrative, and vendor management skills.
• Excellent written and verbal communication abilities.
• Proficiency with Microsoft Office, Canva, and project management tools.
• Strong attention to detail and commitment to quality control.

Responsibilities

• Coordinate design, planning, scheduling, and production of fundraising appeals, newsletters, brochures, and donor communications.
• Develop and maintain project timelines; ensure on-time, on-budget delivery.
• Some design work and content gathering from stakeholders; review proofs and approvals.
• Monitor budgets and production costs; identify efficiency and savings.
• Maintain project records, production schedules, and mailing calendars.
• Serve as main contact for printers, mail houses, designers, and vendors; manage bids and proofs.
• Coordinate print specifications, estimates, proofs, and production schedules.
• Review proofs for accuracy and brand consistency; oversee mail distribution.
• Troubleshoot production issues to maintain deadlines.
• Support fundraising campaigns and donor stewardship communications.
• Coordinate production for annual appeals, campaign materials, and donor reports.
• Align communications with fundraising goals; track mailing performance.
• Maintain archives, version control, and accessibility of assets.
• Assist with content review and proofreading; uphold branding guidelines.

Skills

Organizational skills

Vendor management

Communication

Project coordination

Education

Bachelor's degree

Tools

Microsoft Office

Canva

Project management tools

Job description

This position plays a vital role in ensuring the successful execution of direct mail appeals, donor publications, newsletters, campaign materials, and other printed communications. The Advancement Communications Coordinator serves as the primary liaison among internal stakeholders, designers, writers, printers, mail houses, and external vendors to ensure projects are completed on time, within budget, and to the highest quality standards.

The ideal candidate possesses strong project management skills, experience coordinating print production, and an appreciation for mission-focused communications that inspire engagement and support.

Key Responsibilities

Print Project Management

• Coordinate the design, planning, scheduling, and production of fundraising appeals, newsletters, stewardship communications, brochures, and special publications.
• Develop and maintain project timelines to ensure all print projects are completed accurately and on schedule.
• Some design work.
• Collaborate with internal stakeholders to gather content, supervise outsourced design work, review proofs, and manage approval processes.
• Monitor project budgets and production costs while identifying opportunities for efficiency and cost savings.
• Maintain project records, production schedules, and mailing calendars.

Production Coordination

• Serve as the primary point of contact for printers, mail houses, designers, photographers, and other production vendors.
• Coordinate print specifications, estimates, bids, proofing, and production schedules.
• Review proofs and production materials to ensure accuracy, quality, and brand consistency.
• Oversee mail preparation and distribution logistics for fundraising appeals and donor communications.
• Troubleshoot production issues and implement solutions to maintain project deadlines.

Fundraising and Donor Communications Support

• Support the development and execution of direct mail fundraising campaigns and donor stewardship communications.
• Coordinate production schedules for annual giving appeals, campaign materials, acknowledgments, and donor impact reports.
• Work closely with advancement staff to ensure communications align with fundraising goals and donor engagement strategies.
• Assist in tracking mailing performance and maintaining production documentation for future campaigns.

Content and Asset Management

• Maintain organized archives of publications, production files, mailing lists, photography, and creative assets.
• Ensure version control and accessibility of project materials across departments.
• Assist with content review and proofreading to ensure consistency, accuracy, and adherence to organizational standards.
• Support the maintenance of branding and messaging guidelines across print communications.

Hybrid work arrangement will be considered after three months of employment. Arrangement is contingent upon the needs of the department and supervisor approval.

• Bachelor’s degree in Communications, Marketing, Project Management, Business Administration, or a related field.
• Three or more years of experience in print production, project coordination, publishing, fundraising communications, or a related area.
• Demonstrated experience managing multiple projects and deadlines simultaneously.
• Strong organizational, administrative, and vendor management skills.
• Excellent written and verbal communication abilities.
• Proficiency with Microsoft Office, Canva, and project management tools.
• Strong attention to detail and commitment to quality control.

Preferred

• Experience working in nonprofit organizations, advancement offices, educational institutions, or faith-based organizations.
• Experience with graphic software.
• Familiarity with direct mail fundraising and donor communications.
• Knowledge of print production processes, mailing services, and vendor management.
• Experience coordinating annual reports, newsletters, or large-scale publications.
• Understanding of the Catholic Church and mission-centered communications.

Personal Characteristics

• Strong commitment to organizational excellence and mission effectiveness.
• Exceptional organizational and time-management skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Collaborative and service-oriented approach to working with colleagues and external partners.
• Detail-oriented with a focus on accuracy and quality.
• Creative, Adaptable, proactive, and solution-focused.