Advancement Services Coordinator

Title:

Advancement Services Coordinator

Department:
Advancement

Reports to:

Pam Fothergill, Director of Data Management and Operations

Salary Range: $61,250 - $71,750

Xaverian is an independent Catholic school for boys in grades 7-12, sponsored by the Xaverian Brothers. Located in Westwood, Massachusetts, this college‑prep school welcomes students from approximately 90 communities across Massachusetts and Rhode Island. Established in 1963, Xaverian enrolls over 980 students.

The Advancement Services Coordinator will support the daily operations of the Advancement Office, processing donations and pledges, acknowledging donors, reconciling finances, reporting, and providing administrative support for advancement initiatives and events.

• Process, record, and deposit all donations and pledges from annual giving programs, special events, memorial and scholarship gifts, matching gifts, and other Advancement Office initiatives.
• Generate and distribute daily gift reports.
• Prepare acknowledgement letters and tax receipts in compliance with IRS regulations using Blackbaud Raiser’s Edge.
• Manage recurring gifts, including online giving platforms and payroll deductions.
• Confirm company matching gifts and keep relationships with third‑party donation and grant management platforms.
• Collaborate regularly with the Business Office on gift processing, reconciliations, and reporting.
• Reconcile Advancement Office deposits and reports with the general ledger monthly.
• Assist with annual audit preparation and reporting.
• Track Advancement Office revenue and expenses related to fundraising events and departmental operations.
• Create and manage online donation and event registration forms through Online Express and other platforms.
• Support advancement events including receptions, Golf Classic, Gala, Fashion Show, and scholarship events, including occasional evening and weekend responsibilities.
• Maintain accurate donor and constituent records and update biographical information as needed.
• Collaborate with the Advancement and Communications teams on acknowledgement language and stewardship efforts.
• Attend weekly Advancement Office meetings and assist with additional projects as assigned.

• Bachelor’s degree preferred.
• Excellent organizational skills and exceptional attention to detail.
• Strong written and interpersonal communication skills.
• Ability to manage multiple priorities and meet deadlines with accuracy.
• Commitment to confidentiality and professional standards.
• Proficiency with Google Workspace and Microsoft Office.
• Experience with Blackbaud Raiser’s Edge, Online Express, Qgiv, and/or One Cause preferred; training will be provided.
• Experience in advancement services, nonprofit administration, finance, or data management preferred.
• Availability for occasional evenings and weekend events.

Xaverian is an equal‑opportunity employer and does not discriminate on the basis of race, gender, color, religion, age, sexual orientation, veteran status, disability, or other protected characteristics.