Advancement Coordinator

Advancement Coordinator Job Description Position Overview

Cascades Academy is seeking an advancement professional who is excited to grow with the school. This position offers significant opportunity for professional growth and increased responsibility over time. An exceptional candidate will have the opportunity to develop the skills and experience necessary to assume increasing leadership responsibilities within the Advancement Office.

Cascades Academy was founded in 2003 with a deep commitment to experiential learning, academic excellence, and community engagement. Now beginning its 24th year, the school has grown to 240+ students PreK-12 and is excited to fully realize its founding pillars while also deepening its commitment to diversity, equity, and inclusion, social-emotional learning, and community partnerships in order to inspire lifelong learners.

Due to its small size, ability to attract highly talented and innovative educators, program agility, and location in the outdoor mecca of Bend, Oregon, the school is uniquely poised to become a leader in the innovative, experiential educational landscape.

The Advancement Coordinator dual reports to the Director of Advancement and Director of Marketing & Communications, with the Director of Advancement serving as the direct supervisor. The majority of the role is dedicated to philanthropic efforts, community engagement, and events, while roughly a third of the role supports marketing, communications, and administration.

A typical work day begins at 8:15am, Monday-Friday. End time will vary depending on what needs to be accomplished in a given day, but is typically 4:30-5:00pm.

Additional evening and weekend hours are required for events throughout the year.

The current role is a full-time, 12-month position however, there may be some flexibility for this to be a 10-month position with two months off during the summer.

Manage and execute the day-to-day operations of the annual Fall Giving Campaign (October - December), in collaboration with the Director of Advancement and Director of Marketing & Communications.

Serve as the primary staff lead for the campaign's mass-appeal communications and participation efforts, helping to drive broad engagement and participation among current families, grandparents, alumni, and other members of the school community.

Draft and coordinate campaign communications, including direct mail appeals, email solicitations, campaign reminders, and social media posts; coordinate with direct mail vendors on all aspects of printing, production, and mailing; and develop and maintain campaign timelines and communication schedules. Manage the Staff Giving Campaign, including communications, participation tracking, reminders, and stewardship.

Track campaign giving and participation in spreadsheets and fundraising databases; monitor progress toward campaign goals; track participation levels by class and constituent group; and provide regular updates to the Director of Advancement. Prepare and distribute regular school-wide campaign participation updates and other internal communications designed to build momentum and encourage participation throughout the campaign.

Coordinate and provide operational leadership for the volunteer-led annual Spring Auction, working closely with the Director of Advancement and volunteer Auction Committee to ensure a successful event. Recruit, organize, and support auction volunteers; coordinate timelines and logistics; assist with development and maintenance of the auction website; support the procurement and organization of auction items; coordinate event communications; and provide ongoing staff support to volunteers throughout the planning process.

The 2027 Auction will be held on Saturday, March
6. Full-day and evening work is required on the day of the auction, including event setup, event execution, and breakdown.

Oversee logistics for events organized by the Advancement Office, including, but not limited to, sending event invitations, taking RSVPs, and organizing vendors for events such as Grandparents & Special Friends Day, Donor Stewardship Events, Graduation, Alumni Gatherings and special initiatives.

Evening work is required approximately 1-3 times per month.

Establish strong working relationships with volunteers and donors alike, and participate in stewardship and cultivation efforts.

Support the Director of Advancement in donor stewardship such as plaques, gifts, birthday cards, etc.

Support the planning and execution of Alumni programs and communications.

Document meeting minutes and action items; coordinate meeting materials and recordings.

Record, process, and track all gifts and donations, and regularly reconcile with the Business Office. Track and follow up on corporate matching…