Advancement Services Coordinator

Association of Fundraising Professionals; Westwood (MA); On-site; USD 61,250 - 71,750; Full time

Job summary

Xaverian Brothers High School in Westwood, MA is seeking an Advancement Services Coordinator to join the Advancement Office. The role supports daily gift processing, donor acknowledgment, reporting, and financial reconciliations across fundraising programs and events.

The ideal candidate will have strong organizational and communication skills, familiarity with fundraising software, and a commitment to confidentiality. Occasional evening/weekend event support is required.

Qualifications

• Bachelor’s degree preferred.
• Excellent organizational skills and meticulous attention to detail.
• Strong written and interpersonal communication abilities.
• Ability to manage multiple priorities and meet deadlines with accuracy.
• Commitment to confidentiality and professional standards.
• Proficiency with Google Workspace and Microsoft Office.
• Experience with Blackbaud Raiser’s Edge, Online Express, Qgiv, and/or OneCause preferred; training will be provided.
• Experience in advancement services, nonprofit administration, finance, or data management preferred.
• Availability for occasional evenings and weekend events.

Responsibilities

• Process, record, and deposit all donations and pledges from annual giving programs, special events, memorial and scholarship gifts, matching gifts, and other Advancement Office initiatives.
• Generate and distribute daily gift reports.
• Prepare acknowledgement letters and tax receipts in compliance with IRS regulations using Blackbaud Raiser’s Edge.
• Manage recurring gifts, including online giving platforms and payroll deductions.
• Confirm company matching gifts and maintain relationships with third‑party donation and grant management platforms.
• Collaborate with the Business Office on gift processing, reconciliations, and reporting.
• Reconcile Advancement Office deposits and reports with the general ledger monthly.
• Assist with annual audit preparation and reporting.
• Track Advancement Office revenue and expenses related to fundraising events and departmental operations.
• Create and manage online donation and event registration forms through Online Express and other platforms.
• Support advancement events including receptions, Golf Classic, Gala, Fashion Show, and scholarship events, including occasional evening and weekend responsibilities.
• Maintain accurate donor and constituent records and update biographical information as needed.
• Collaborate with the Advancement and Communications teams on acknowledgement language and stewardship efforts.
• Attend weekly Advancement Office meetings and assist with additional projects as assigned.

Skills

Organizational skills

Communication skills

Multitasking

Confidentiality

Google Workspace

Microsoft Office

Fundraising software experience

Education

Bachelor’s degree

Tools

Blackbaud Raiser’s Edge

Online Express

Qgiv

OneCause

Job description

Title: Advancement Services Coordinator

Department: Advancement

Reports to: Pam Fothergill, Director of Data Management and Operations

Salary Range: $61,250 - $71,750

Xaverian is an independent Catholic school for boys in grades 7-12, sponsored by the Xaverian Brothers. Located in Westwood, Massachusetts, this college‑prep school welcomes students from approximately 90 communities across Massachusetts and Rhode Island. Established in 1963, Xaverian enrolls over 980 students.

General Expectations

The Advancement Services Coordinator will support the daily operations of the Advancement Office, processing donations and pledges, acknowledging donors, reconciling finances, reporting, and providing administrative support for advancement initiatives and events.

Essential Job Responsibilities

• Process, record, and deposit all donations and pledges from annual giving programs, special events, memorial and scholarship gifts, matching gifts, and other Advancement Office initiatives.
• Generate and distribute daily gift reports.
• Prepare acknowledgement letters and tax receipts in compliance with IRS regulations using Blackbaud Raiser’s Edge.
• Manage recurring gifts, including online giving platforms and payroll deductions.
• Confirm company matching gifts and keep relationships with third‑party donation and grant management platforms.
• Collaborate regularly with the Business Office on gift processing, reconciliations, and reporting.
• Reconcile Advancement Office deposits and reports with the general ledger monthly.
• Assist with annual audit preparation and reporting.
• Track Advancement Office revenue and expenses related to fundraising events and departmental operations.
• Create and manage online donation and event registration forms through Online Express and other platforms.
• Support advancement events including receptions, Golf Classic, Gala, Fashion Show, and scholarship events, including occasional evening and weekend responsibilities.
• Maintain accurate donor and constituent records and update biographical information as needed.
• Collaborate with the Advancement and Communications teams on acknowledgement language and stewardship efforts.
• Attend weekly Advancement Office meetings and assist with additional projects as assigned.

Qualifications and Skills Required

• Bachelor’s degree preferred.
• Excellent organizational skills and exceptional attention to detail.
• Strong written and interpersonal communication skills.
• Ability to manage multiple priorities and meet deadlines with accuracy.
• Commitment to confidentiality and professional standards.
• Proficiency with Google Workspace and Microsoft Office.
• Experience with Blackbaud Raiser’s Edge, Online Express, Qgiv, and/or OneCause preferred; training will be provided.
• Experience in advancement services, nonprofit administration, finance, or data management preferred.
• Availability for occasional evenings and weekend events.

Equal Employment Opportunity

Xaverian is an equal‑opportunity employer and does not discriminate on the basis of race, gender, color, religion, age, sexual orientation, veteran status, disability, or other protected characteristics.