Advancement Coordinator

ADVANCEMENT COORDINATOR

Bellarmine Preparatory School (Tacoma, WA)

DEPARTMENT:
Advancement Office

PAY RANGE: $29.74 – $37.17

Bellarmine is a Catholic Jesuit college preparatory secondary school with an enrollment of approximately 900 students in grades 9-12. The successful candidate for this position will demonstrate a commitment to working with talented and motivated employees. Bellarmine fosters amongst its governing board members, employees and students a commitment to embrace and celebrate the diversity of the school’s family and the broader community.

Our school has made a strong commitment to promoting diversity of our employees. We encourage persons of all backgrounds to apply.

RELATIONSHIPS

This is a full-time, hourly position that reports to the Vice President of Institutional Advancement and Community Engagement and has working relationships with all members of the Advancement Office, Marketing and Communications Director, President’s Office, Business Office, Board Members, Faculty, Administration and Staff Employees, Constituents, Parents, Alumni, Benefactors, and Friends of Bellarmine and Students.

JOB SUMMARY DETAILS

Direct and assist constituents (in-person, email, and phone) seeking assistance from the Advancement Office.
Oversee donor database and donor information program
Daily processing and oversight of all gifts, pledges, and payments, including company gift matching and stock gifts, to include ACH and wire transfers, incoming bequests, and estate gifts.
Prepare and distribute benefactor acknowledgement letters for all incoming gifts.
Run monthly pledge reminders and send reminder statements.
Prepare monthly financial reports to Finance regarding gift placement, to include employee monthly and payroll gifts.
Oversee all endowment related activities and create support materials, to include annual endowment statements.
Support team efforts with accurate gift reporting, updated weekly/monthly.
Provide administrative support, to include meeting support, to the Advancement Office.
Provide Advancement event support as needed working closely with the Advancement Office and Events Team.
Support ad hoc activities, to include daily, monthly and annual operational functions of the Advancement Office.
Actively engage in community organizations or activities.

CORE FUNCTIONS OR DUTIES

Advancement Office coordination (20%)

Direct and assist constituents seeking assistance from the Advancement office.
Oversee incoming and outgoing mail, phone, and in-person activities for the Advancement Office.
Partner with VP of Advancement with Advancement, Trust, and Gala Committee activities.
Support all department meetings and events for the Advancement Office.
Database management, gift processing and benefactor servicing (70%)

Process gifts received via mail, credit card and online gifts within 24 hours and send donor acknowledgement letters for all new gifts, final pledge gifts, and for all pledge payments including full share pledge set-up.
Point of contact with the school’s investment broker for all stock gift activities and manages all stock and non-cash donation activity.
Oversee third-party matching-gift process and monitor donation websites for gift acceptance.
Support and partner with the Advancement Office on all legacy and planned giving activities.
Oversee school’s donor management system to include donor contact information, donor reporting, and process management.
Communicate directly with donors for accurate recordkeeping regarding all gift activity and contact information.
Partner with the Business Office on credit card donations made through third party processing via monthly reports for each department.
Responsible for monthly and annual reconciliation reports with the Business Office, to include annual school audits.
Responsible for end of year tax receipt distribution to all constituents.
Responsible for annual endowment statements.

Donor Relations and Endowment activities (10%)

Assist where applicable in stewardship and cultivation activities in partnership with VP of Advancement, President, Major Gifts Officer, and Alumni Director.
Assist Advancement Office with donor centric messaging, campaigns, and materials…