Advancement Associate - Project Coordinator

Advancement Associate — Project Coordinator

Covenant Christian High School provides an excellent, Christ-centered education, equipping students for a life of scholarship, leadership, and service. Our vision is to be a model for 21st-century education, anchored in three core values:
Truth (revealed by God through Scripture and creation), Relationships (knowing God and one another with respect and accountability), and Engagement (faithful interaction with our world through service).

The Advancement Associate — Project Coordinator is the organizational backbone of the Advancement team. This role owns cohesion across three named primary projects:
Advancement Director's Schedule and Calendar Coordination, Advancement Event Planning & Execution, and Advancement Major Initiatives Coordination. The Coordinator is not responsible for doing everything within each project. The role is responsible for making sure everything gets done — on time, with the right people involved, with problems surfaced early and outcomes reported clearly. This is a full-time position reporting to the Director of Advancement.

The right person for this role thinks ahead. He/She anticipates what is needed before being asked. He/She brings structure to moving parts, builds repeatable systems for recurring work, and communicates status clearly to the Director and the team. He/She offers effective solutions for how to do things better and sets appropriate limits.

This role is organized around three primary projects. Each one carries clear ownership and accountability.

Project 1 — Advancement Director's Schedule and Calendar Coordination

The Advancement Director's most important work happens in relationships — with donors, prospects, board members, alumni, and community partners. This project exists to make sure those conversations happen consistently, efficiently, and at the right pace.

• Maintain and manage an active contact list of individuals the Director intends to meet with, organized by relationship stage and priority.
• Draft and send outreach emails on behalf of the Director — customized by relationship type — to schedule meetings and follow up with prospects.
• Manage the Director's calendar to protect meeting capacity, ensure adequate prep time before major engagements, and flag weeks where volume is unsustainable.
• Log meeting notes, contact updates, and relationship activity in Blackbaud Raiser's Edge NXT, keeping records current and accessible.
• Produce regular reports from RE-NXT that give the Director visibility into relationship activity, pipeline status, and follow-up needs.
• Coordinate follow-up actions that arise from donor conversations — connecting the right people, scheduling next steps, tracking through to completion.
• Flag calendar conflicts, missed follow-ups, or relationship gaps before they become problems.

Project 2 — Advancement Event Coordination

Covenant's advancement calendar includes a recurring set of events — business networking, alumni engagement, donor cultivation, the gala, Grandparents Day, and others. This project ensures every event runs well, is properly resourced, and produces outcomes that can be measured and improved.

• Serve as the primary point of contact and coordination lead for all advancement events — managing logistics, timelines, vendors, volunteers, and internal stakeholders.
• Build and maintain standardized event playbooks for recurring events, so each iteration benefits from what was learned in the last.
• Track registrations, communications, and follow-up activity before and after each event.
• Coordinate with Admissions, Finance, School Leadership, and external partners as needed to resource each event appropriately.
• Report event outcomes — attendance, engagement, giving activity, feedback — in a consistent format that supports year-over-year comparison.
• Surface problems or resource gaps early so leadership can respond before deadlines are missed.
• Bring ideas for improving event quality, increasing engagement, and reducing friction in the planning process.

Project 3 — Advancement Major Initiatives Coordination

Beyond recurring events, the Advancement team carries major initiatives at any…