Advancement Operations Coordinator

The Westminster Schools; Atlanta (GA); On-site; USD 50,000 - 65,000; Full time

Job summary

The Westminster Schools is seeking an Advancement Operations Coordinator to support their Office for Institutional Advancement. This full-time position involves gift processing, managing donor communications, and contributing to financial reporting.

Ideal candidates will possess a Bachelor's degree and strong skills in Microsoft Office and relational databases. Duties include maintaining donor confidentiality and participating in team data cleanup projects.

Qualifications

• Bachelor's degree required.
• Strong computer skills including Microsoft Office and relational databases.
• Excellent oral, written, telephone, and email communication skills.

Responsibilities

• Assist with gift processing activities for the Office for Institutional Advancement.
• Prepare and send acknowledgments, receipts, and correspondence related to gifts.
• Manage and import event participation data.

Skills

Microsoft Office proficiency

Relational databases experience

Excellent communication skills

Attention to detail

Organizational effectiveness

Team collaboration

Education

Bachelor's degree

Tools

Raiser's Edge

Job description

Job Details

• Location: Atlanta, GA 30327
• Position Type: Full Time
• Education Level: Bachelor's Degree (4 year degree)
• Travel Percentage: Negligible
• Job Shift: Day
• Job Category: Business Development
• Supervisor: Director of Advancement Operations
• Hours of Work: Monday through Friday; core hours 8:00 a.m. to 4:30 p.m. Evening and weekend work may be required. Eligible for Remote Work Arrangement.
• Position Status: Salaried, non-exempt, full-time, regular, 12-month

Position Overview

Reporting to the Director of Advancement Operations and working closely with all members of the Advancement Operations team, the Advancement Operations Coordinator supports all aspects of the team’s broad slate of activity. This includes assisting with the gift process flow—from gift processing to receipt and acknowledgment to related ad‑hoc donor communications; the generation of daily, weekly, and monthly financial reporting for OIA and the Business Office; ongoing data management and cleanup tasks and projects; creation or updating of ad‑hoc and custom reports; and writing and updating technical policies and procedures documentation. The position requires proficiency with computer software, related problem‑solving skills, and the ability to interact confidently with volunteers and donors while maintaining strict confidentiality of donor information. The ideal candidate is detail‑oriented and can manage several tasks simultaneously.

Requirements and Qualifications

• Embraces the mission, vision, and strategic priorities of The Westminster Schools and the OIA.
• Upholds and models the core values and operating principles of Westminster’s OIA (Courage, Curiosity, Gratitude, Impact, and Ownership).
• Respects a work environment that values and champions diversity, equity, inclusion, and belonging for all.
• Bachelor's degree required.
• Very strong computer skills, including a high level of competency in Microsoft Office and relational databases; experience with Raiser's Edge preferred.
• Experience working in complex environments while maintaining a high degree of organizational effectiveness, confidentiality, and attention to detail.
• Self‑starter with the ability to work independently and to take the initiative to meet deadlines in a time‑sensitive and fluid environment.
• Excellent oral, written, telephone, and e‑mail communication skills; ability to communicate effectively with a wide variety of constituencies.
• Demonstrated ability to work as an effective team member and manage multiple projects simultaneously.
• Commitment to the mission of The Westminster Schools and willingness to serve as an ambassador for the School, both internally and externally.
• Ability and willingness to support, respect, and embrace diverse backgrounds, values, and points of view to build a strong and inclusive community, including faculty, staff, students, and constituents.
• Growth mindset with active engagement in individual and departmental professional development and best practices.

Essential Responsibilities

• Assist with gift processing activities for the Office for Institutional Advancement, including checks, electronic funds transfers, credit cards, payroll deductions, recurring gifts, and other philanthropic donations; accurately record in Raiser's Edge.
• Prepare gift batches for deposit with the Business Office.
• Record donor pledges.
• Prepare and send acknowledgments, receipts, pledge letters, and other correspondence related to gifts in a timely fashion.
• Assist in imaging historical and current documents for archival purposes.
• Run reports related to processing gifts and distribute them as required.
• Facilitate the matching gift process for donors and OIA.
• Manage and coordinate internal and external requests from the Advancement Services inbox.
• Manage and import event participation data.
• Act as an Advancement Operations liaison to specific internal client groups.
• Serve as subject matter expert for formal data import tools.
• Update gift records when discrepancies are identified.
• Update biographical information in constituent records as changes are received through gift backup documentation and other sources.
• Participate in team data cleanup projects and tasks.
• Help draft and update policy and procedure documentation and train staff accordingly.
• Assist in broadening the team’s knowledge of all systems interacting or integrating with Raiser's Edge fundraising database.
• Maintain and secure all data in accordance with confidentiality standards required by School policy, applicable federal law, and Donor Bill of Rights.
• Produce weekly dashboard reports for the Westminster Fund.
• Perform other duties as assigned.

Physical Demands and Work Environment

The employee is required to sit, stand, walk; use hands to finger, handle, and feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch, and crawl; talk and hear; engage in moderately strenuous physical activity both indoors and out. The employee may occasionally lift or move up to 20 pounds. Specific visual abilities required for this position include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. The employee must become certified in CPR, AED, and First Aid. Exposure to outdoor weather conditions and uneven surfaces may occur. Noise level in the work environment is often loud.

Travel

Travel is primarily local during the regular business day. Overnight and out‑of‑area travel may also be required, primarily for planned events, conferences, and professional development opportunities. Driving a Westminster vehicle may be required for this position.

Equal Employment Opportunity Statement

Westminster is committed to the principle of equal opportunity in employment. It is Westminster’s policy to provide equal employment opportunities and administer terms and conditions of employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran under applicable federal, state, and local laws. EOE/M/F/D/V.