Advancement Services Coordinator

Community Foundation of the Fox River Valley; Aurora (IL); Hybrid; USD 45,000 - 65,000; Full time

Job summary

The Advancement Services Coordinator at Community Foundation of the Fox River Valley plays a key role in advancing donor engagement, grantmaking, and stewardship through precise data management and service excellence. Working with staff, donors, fund advisors, and board members, this position strengthens relationships and helps grow philanthropic impact.

The role emphasizes CRM operations, data integrity, reporting, and supporting advancement goals.

Qualifications

• Highly organized, with extreme attention to detail.
• Outstanding communication and interpersonal skills.
• Proficient typing and computer skills.
• Experienced in CRM databases and running reports.
• Microsoft Office 365 experience, with spreadsheet management.
• Able to manage multiple tasks simultaneously and adapt to a growing organization.
• Willingness to work some evenings and weekends.
• Not-for-Profit experience.
• Bachelor’s degree preferred.

Responsibilities

• Support grantmaking and distribution processes with donors and board.
• Maintain CRM records and donor engagement data.
• Prepare reports analyzing philanthropic impact for leadership.
• Coordinate donor recognition and stewardship activities.
• Assist in developing CRM operations and data-entry standards.
• Provide advancement operations support and portfolio management.

Skills

CRM databases

MS Office 365

Data entry

Reporting

Customer service

Communication

Multitasking

Not-for-profit experience

Education

Bachelor’s degree preferred

Tools

CRM software

Microsoft Excel

Data reporting tools

Job description

Description

Advancement Services Coordinator

Summary: The Advancement Services Coordinator plays a key role in supporting the Foundation's advancement, stewardship, grantmaking, and constituent engagement efforts through exceptional service, relationship management, and operational excellence. Working closely with Foundation staff, the Board of Directors, Fund Advisors, donors, and community partners, this position helps strengthen existing relationships while identifying opportunities to deepen engagement and philanthropic impact.

The ideal candidate is a critical thinker with strong analytical, problem-solving, and organizational skills who thrives in a collaborative environment. This individual demonstrates a positive, can-do attitude, is adaptable to changing priorities, and approaches challenges with initiative and a solutions-oriented mindset. As a dependable team player, they support the Foundation's mission by providing outstanding service, maintaining a high level of accuracy and professionalism, and fostering confidence, trust, and meaningful connections with stakeholders and the broader community.

Responsibilities for this position include, but are not limited to, the following, in addition to other duties as assigned by the President & CEO and Director of Advancement.

Overall Expectations

• Have a strong understanding of the Foundation's fund types, grantmaking policies, and community foundation best practices.
• Adhere to Foundation policies, internal controls, and established operational procedures.
• Process new funds and maintain all related documents.
• Ensure compliance with fund agreements and accurately document updates or changes.
• Maintain accurate and complete constituent, fund, gift, and grant records within the Foundation's CRM and electronic filing systems.
• Ensure data integrity, reporting accuracy, workflow management, and effective use of the Foundations CRM to support and analyze fundraising, stewardship, and donor engagement efforts, as well as grantmaking and scholarship support.
• Provide exceptional service to all constituents, including donors, fund advisors, board members, and other stakeholders, fostering positive relationships and trust in the Foundation.
• Work closely with the Director of Advancement to implement and achieve the Foundation's annual advancement goals, strategies, and initiatives.
• Support all Foundation staff with daily operations and be a collaborative partner in achieving the Foundation’s goals.

Grantmaking & Distribution

• Respond to grant recommendations submitted by fund advisors.
• Review grant recommendations to ensure compliance with Foundation policies, fund agreements, and grantmaking guidelines.
• Coordinate the processing and distribution of approved grants in collaboration with Foundation staff and Board of Directors.
• Prepare reports and analyze the grantmaking and scholarship activity, trends, and philanthropic impact for Foundation leadership and fund advisors.

Stewardship & Constituent Relations

• Collaborate with Foundation staff to cultivate meaningful relationships with donors, fund advisors, and other constituents.
• Coordinate donor recognition and stewardship activities that strengthen engagement and demonstrate philanthropic impact.
• Support the communication of charitable giving opportunities and Foundation initiatives through print, digital, and personal outreach.
• Assist in developing, documenting, and implementing CRM operations, procedures, and data-entry standards.
• Provide advancement operations support through prospect tracking, portfolio management, pipeline reporting, stewardship tracking, and constituent analytics.

CRM Management, Data Integrity & Advancement Operations Support

• Monitor and optimize workflows, constituent tracking, and record management processes to improve operational efficiency and user adoption.
• Conduct regular database audits, record maintenance, and duplicate management to ensure data quality.
• Identify opportunities to leverage CRM data, reporting, and technology solutions to strengthen donor stewardship, constituent engagement, and organizational effectiveness.
• Create and maintain reports, dashboards, mailing lists, and data queries to support advancement, stewardship, grantmaking, and organizational decision-making.

Requirements

Qualifications

• Highly organized, with extreme attention to detail
• Outstanding communication and interpersonal skills
• Proficient typing and computer skills
• Experienced in working within client relationship management databases, including running reports, campaigns, and mailing lists
• Microsoft Office 365 experience, with a level of efficiency in spreadsheet management
• Able to manage multiple tasks simultaneously and can adapt to the increasing demands of a growing organization.
• Values serving as a team member, collaborating with and supporting other staff, and working in a high-paced environment.
• Experienced in providing a high level of customer service
• Willingness to work some evenings and weekends
• Is mission-driven and has Not-for-Profit experience
• Bachelor’s degree preferred