Job Title: Advancement Coordinator
Position Summary
Reporting to the Development Manager for the Annual Fund and Donor Relations, and working collaboratively with the Advancement team, the Advancement Coordinator plays a key role in executing fundraising, communications, and donor engagement strategies. This position is responsible for maintaining accurate donor data, supporting annual giving initiatives, coordinating fundraising events, and ensuring timely and meaningful donor stewardship.
This is a highly detail-oriented, donor-centered role that requires strong organizational skills, initiative, creativity and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
1. Manage Donor Database Acknowledgement & Reconciliation Process
- Process and acknowledge all gifts in a timely and donor-centered manner
- Maintain the donor database, ensuring accuracy, integrity, and confidentiality of all records
- Reconcile donation records regularly in partnership with the Finance team
- Generate reports to support fundraising strategy, segmentation, and performance tracking
2. Annual Giving & Campaign Support
- Support execution of annual fundraising campaigns, including direct mail and digital appeals
- Coordinate logistics for Employee Giving
- Supports facilitation of Saint Joe’s Fall and Spring Raffles
- Supports facilitation and growth of recurring donor efforts
- Track donor segmentation and campaign performance within the database
- In partnership with Advancement team, leads internally handled direct mail logistics to execute annual fundraising activities
- Facilitates in-kind donation tracking and fulfillment processes
3. Content & Internal Collaboration
- Serve as a liaison across departments to gather stories, impact data, and content for fundraising and communications materials
- Support development of donor-facing content including emails, social media, and collateral materials
- Coordinate with internal stakeholders to ensure alignment of messaging and storytelling
- Manage Advancement intern program. Serve as point of contact for participating schools, manage compliance documents, provides training, task assignment, appreciation and supervision
4. Donor Stewardship & Portfolio Management
- Manage a portfolio of long-standing donors, focusing on engagement, retention, and relationship-building
- Execute personalized communication plans to strengthen donor relationships
- Support strategies to deepen engagement, including legacy and planned giving pathways
5. Event Coordination & Fundraising Support
- Support planning and execution of annual fundraising events (e.g., donor appreciation golf outing, 5K)
- Coordinate event logistics including registrations, sponsorship tracking, and revenue reporting
- Assist in developing corporate partnerships and sponsorship opportunities
- Represent the organization at community events, as needed
6. Administrative & Operational Support
- Provide general administrative support including responding to inquiries, document preparation, and record keeping
- Maintain organized filing systems (digital and physical)
- Participate in team meetings, trainings, and cross-functional initiatives
- Perform other duties as assigned
Qualifications
Education & Experience
- High school diploma or GED required; Bachelor’s degree preferred
- 2–5 years of experience in a professional or nonprofit environment
- Experience with donor databases or CRM systems
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
Skills & Competencies
- Strong attention to detail and commitment to data accuracy
- Excellent organizational and time management skills
- Strategic thinking and creative approach to all responsibilities
- Effective written and verbal communication skills
- Customer service and donor-centered mindset
- Ability to manage multiple projects and deadlines independently
- Strong interpersonal skills with the ability to collaborate across teams
- Sound judgment, discretion, and ability to handle confidential information
- Alignment with the organization’s mission and values
Working Conditions
- Full-time position (40 hours/week), typically Monday–Friday business hours; occasional evenings/weekends required for events
- Team members are expected to work onsite four days per week, with the option to work remotely one day per week, subject to team needs and supervisor approval
- Work is primarily onsite with some offsite meetings and events
- Occasional travel (up to 10%) within the local area
- Ability to sit or stand for extended periods and perform light lifting (up to 25 lbs)
- Fast-paced environment with frequent interruptions and competing priorities
Additional Information
This job description is intended to describe the general nature and level of work performed and is not an exhaustive list of all responsibilities. Duties may be adjusted based on organizational needs.
All employees are expected to demonstrate professionalism, integrity, and a commitment to the mission.
