Administrative & Development Coordinator

Administrative & Development Coordinator – Job Description

Kirkwood School District Foundation (KSDF)

The KSDF Administrative & Development Coordinator plays a key role in supporting the mission of the Foundation to advance educational opportunities and student success. This position manages the day-to-day administrative, financial, and development operations that sustain the Foundation’s philanthropic impact.

The ideal candidate is a highly organized, detail-oriented professional who thrives in a collaborative, mission-driven environment. They will support donor stewardship, database management, financial reporting, event coordination, and communications efforts – all contributing to the success of fundraising and grantmaking initiatives that benefit students, educators, and the community.

• Provide daily administrative support to the Executive Director and Foundation Board and staff.
• Prepare and distribute materials for Board and committee meetings, including agendas, reports, and minutes.
• Manage incoming and outgoing mail, donations, and general correspondence.
• Maintain organized filing systems (digital and hard copy) for donor records, financials, and Foundation documents.
• Coordinate with vendors, service providers, and schools to ensure smooth operations.
• Assist in onboarding and training staff or volunteers in donor management systems.

• Maintain and manage the donor database (add, delete, merge accounts, and import donations).
• Process and reconcile all contributions, pledges, sponsor ships, and matching gifts.
• Prepare and deposit funds weekly, print and reconcile checks, ensuring accuracy across reports, the donor database, and Quick Books.
• Generate monthly financial and donor reports for the Executive Director and Treasurer.
• Create and mail donor thank-you letters, pledge reminders, and year-end tax acknowledgments.
• Support annual audit preparation and maintain accurate records of all financial activity.

• Support planning and execution of fundraising campaigns, special events, and giving initiatives such as alumni drives, scholarships, and sponsorship programs.
• Coordinate “Named Awards” and scholarship processes, including recipient communications, check requests, and recordkeeping.
• Collaborate with the Executive Director and committees to steward sponsors, donors, and community partners.
• Assist with grant application tracking and reporting as needed.

• Maintain and update Foundation website content to ensure accurate, engaging, and timely information.
• Manage and grow the Foundation’s social media presence by creating posts and monitoring engagement.
• Design and produce donor communications, newsletters, and marketing materials using Microsoft Word, Canva, or similar tools.
• Draft written content for donor appeals, thank-you messages, and public updates that highlight Foundation impact.
• Promote events, student success stories, and donor recognition through consistent brand messaging.

• Bachelor’s degree in nonprofit management, communications, business, or related field preferred.
• Minimum 2–3 years of experience in nonprofit administration or development (educational foundation experience a plus).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience with donor databases (Bloomerang preferred).
• Familiarity with Quick Books or other accounting systems.
• Proficiency in Canva and social media management platforms.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to work independently, manage multiple priorities, and meet deadlines.
• Passion for supporting education and student opportunities.
• Valid driver’s license required for local banking, events, and outreach as needed.
• The candidate will be expected to be in office as required by the Executive Director. A part-time remote schedule will be discussed.

Please email cover letters and resumes to ksdf and conra