Advancement Services Coordinator

Bulletin-of-the-Atomic-Scientists-1; Chicago (IL); Hybrid; USD 52,000 - 60,000; Full time

Job summary

The Bulletin of the Atomic Scientists is seeking an Advancement Services Coordinator to support daily advancement operations, including gift entry, event registration, acknowledgements, and administrative tasks. The role requires ensuring accurate donor records in Salesforce and assisting with stewardship and communications.

In this hybrid Chicago-based position, you will contribute to fundraising efforts, coordinate with the Advancement and Communications teams, and handle confidential donor

Qualifications

• 1–3 years of relevant professional work experience in advancement services or related nonprofit development roles.
• Experience with Salesforce or another CRM/database system.

Responsibilities

• Enter gifts and donor data accurately in Salesforce, producing high-quality acknowledgement letters and receipts.
• Assist with briefing packets for donor stewardship and prospect research.
• Draft donor correspondence and fundraising materials following Bulletins voice and best practices.
• Plan and help execute cultivation and fundraising events, including the annual gala and donor events.
• Provide general administrative support as needed by the Advancement Services Administrator and CAO.
• Maintain confidentiality of donor information in line with policies and privacy laws.
• Perform weekly deposits and daily transaction audits.

Skills

Gift data entry

Salesforce

Donor communications

Data privacy

Team collaboration

Tools

Salesforce

Word

Excel

PowerPoint

Outlook

Adobe Acrobat

Office 365

Job description

About the Bulletin of the Atomic Scientists

The Bulletin of the Atomic Scientists is a not-for-profit organization, located in the Harris School of Public Policy at the University of Chicago, that engages science leaders, policy makers, and the interested public on topics of nuclear risk, climate change, biological threats, and disruptive technologies.

Founded more than 70 years ago by Manhattan Project physicists, the Bulletin is a globally recognized organization that curates a highly trafficked public-access website, publishes an award-winning journal, sets the iconic Doomsday Clock, and hosts a regular set of convenings. For more than 75 years, the Bulletin of the Atomic Scientists has bridged the divide between scientific research, global security, and public engagement.

Position Description

The Bulletin of the Atomic Scientists is searching for an Advancement Services Coordinator to support the daily operations of the Advancement Services team including gift entry, event registration entry, acknowledgements and administrative support in implementation of department fundraising tasks.

Key Responsibilities

• Gift and data entry: Follow all written workflows and processes, entering gift records accurately into Salesforce to produce high-quality donor acknowledgement letters and tax receipts; track event registration information to ensure updated and accurate information for donors, prospects and subscribers. Understand the functionality of Salesforce records and reporting. Partner and provide backup to Advancement Services Manager on Salesforce related to gift entry, running reports, and sending correspondence.
• Stewardship: Assist with the preparation of briefing packets including prospect research and direct mail pieces for donor and prospect stewardship
• Donor Correspondence/Direct Mail: Create initial drafts of donor correspondence including mail/email appeals, welcome series, donor impact statements, family foundation materials, and anniversary mailings, utilizing the Bulletin’s voice/style and industry best practices, developing engaging content and copy.
• Cultivation and Fundraising Events: In collaboration with the Advancement and Communications teams, as well as event hosts, help organize and execute successful cultivation and fundraising events, including an annual gala and smaller donor events. Accurately and completely ttrack responses in Salesforce, produce event-related materials and staff donor events.
• Administrative: Assist with various administrative duties, special programs and donor events as assigned by the Advancement Services Administrator and Chief Advancement Officer
• Confidentiality: Maintain confidentiality of all donor, subscriber, and confidential fundraising information, including database contact records and information in accordance with internal policies and applicable privacy laws
• Financial: Perform weekly check deposits and daily audits of transaction fields.
• One to three years of relevant professional work experience in advancement services, development operations, fundraising administration, nonprofit development, or a related field. Experience with Salesforce or another CRM/database system required.

Qualifications

• Interest in international affairs, public policy, science/technology, or related discipline
• This is a hybrid Chicago-based position; the Coordinator will be expected to be in the Hyde Park office at least one day per week.

Competencies and Skills

• Creative, flexible, resourceful, and detail-oriented team player who is comfortable with multi-tasking and thrives in a fast-paced workplace.
• Exemplary organizational and time management skills with the ability to work independently.
• Excellent verbal and written communication skills.
• Close attention to detail and follow through to ensure accurate and complete donor interactions and materials, think proactively, and prioritize work; manage multiple tasks simultaneously.
• Strong problem-solving, collaboration, and interpersonal skills.
• Ability to maintain calm in the face of unanticipated challenges and work productively despite competing priorities and complex projects.
• Demonstrated sound judgment with the ability to handle sensitive and confidential situations and information with discretion.
• High-level of data-entry skills and computer proficiency, including office productivity software (e.g., Outlook, Word, Excel, PowerPoint, Adobe Acrobat, Office 365). Advanced proficiency in Word and Excel strongly desired. Knowledge of CRM software and Salesforce a plus.
• Commitment to the mission, vision, and values of the Bulletin of the Atomic Scientists.

Reports to the Chief Advancement Officer.

Salary range: $52k - $60k, based on experience.

The Bulletin of the Atomic Scientists is an equal opportunity employer. We do not discriminate on the basis of race, ancestry, color, religion, gender, age, marital status, sexual orientation, national origin, medical condition, disability, veteran status, union membership or activity or any other basis protected by law.