Philanthropy Gifts & Operations Coordinator

Durham Academy and the Philanthropy Team are committed to securing the financial resources and leveraging the dedication of families, alumni, and friends to achieve our mission of preparing students for moral, happy, and productive lives. As an integral member of the Durham Academy Philanthropy Team, the Philanthropy Gifts & Operations Coordinator is responsible for gift entry, managing the donor acknowledgment process, supporting events, and facilitating the smooth operation of the Office of Philanthropy.

The Philanthropy Gifts & Operations Coordinator reports to the Director of Philanthropy. The position is a permanent, full-time, 12-month position with benefits.

The ideal candidate should:

• have experience with data entry
• be detail-oriented, organized and capable of utilizing technology for data entry
• be customer service-oriented, approachable and professional when interacting with colleagues and donors
• exercise good judgment, prioritize effectively and demonstrate confidentiality
• demonstrate strong organizational skills with the ability to adapt to changing priorities
• possess strong oral and written communication skills
• include a writing sample with application

Primary Duties and Responsibilities

• Data and Gift Entry
  • Accurately enter and record all gifts on a daily basis, including but not limited to gifts, pledges, pledge payments, and related details.
  • Assist the Philanthropy Services Manager in coordinating with the Business Office to process gifts made through payroll deductions, online gifts, mailed checks, stock and wire transfers.
  • Coordinate with donors, financial advisors, and matching gift companies.
  • Regularly update donor records and monitor and maintain data integrity.

• Gift Acknowledgments
  • Promptly and accurately acknowledge all gifts, pledges, and pledge payments.
  • Draft and tailor acknowledgment letters to align with the various giving seasons and milestones throughout the school year.
  • Notify parties of gifts made in honor or memory of a community member.
  • Maintain organized filing systems (digital and physical) for documents, records, and team resources.

• Event Support
  • Assist team with the logistical planning and execution of reunions, alumni gatherings, on-campus celebrations, and donor stewardship events.
  • Oversee event record-keeping processes, including online registration setup, guest lists, nametags, check-in procedures, communication with attendees, and event records in the school database.

• Philanthropy Operations
  • Support the Philanthropy office with general administrative duties, project management, the office calendar, and cross-departmental coordination.
  • Manage the in-house mailing process - including printing materials, labeling, stuffing, and preparing mail for delivery - to ensure accurate, timely, and high-quality communications from the Philanthropy office.
  • Order office paper and supplies, oversee maintenance requests, and maintain vendor accounts.
  • Assist with day-to-day operational tasks as requested by various team members, ensuring timely and accurate completion.
  • Provide flexible administrative and operational support to team members while reporting directly to the Director of Philanthropy.

Requirements and Expectations

• Bachelor's degree preferred, with a minimum of two years of data entry experience
• Demonstrate proficiency in use of technology:
  Veracross database, Google Suite, Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint), Zoom, and willingness to learn other emerging technologies
• Experience with database/fundraising software systems (such as Veracross or Blackbaud's Raiser's Edge) is a plus
• Commitment to Durham Academy's mission to prepare students for moral, happy, and productive lives
• Unwavering commitment to donor confidentiality
• Ability to work effectively with teams, attend and support events, and engage with the life of the school
• Independent school and/or fundraising experience, preferred.

DA Employees

• Are culturally competent and believe in the central importance of diversity and equity in the life of a school community.
• Can work independently with minimal supervision and routinely prioritize multiple tasks.
• Have the ability to work in complex environments with a high degree of organizational effectiveness and attention to detail.
• Are personable, collaborative and able to develop rapport quickly with a variety of individuals.
• Use technology thoughtfully and creatively.
• Innovate and experiment to find novel and efficient ways to complete tasks and solve problems.

Our School

Founded in 1933, Durham Academy is an all-gender, independent day school with 1,267 students in Pre-kindergarten through grade 12 on three campuses. The purpose of a Durham Academy education is to prepare each student to live a moral, happy and productive life. DA's Strategic Vision commits to preparing students for life, meeting the needs of our learners and innovating more boldly, with a foundation broadening and deepening our work with diversity, equity and engagement.

Our DA is accredited by the Southern Association of…