Summary:
The Coordinator, Advancement carries out administrative and project management functions in support of the ASPCA’s Advancement fundraising teams, including Corporate Partnerships, Foundation Partnerships, and Major Gifts. The individual in this role communicates with internal and external stakeholders on a regular basis to ensure the smooth functioning of all Advancement programs.
The Coordinator, Advancement provides high-level administrative and project support to the Advancement team, including providing agendas, notes, and support for meetings and events; drafting donor reports and presentations; and overseeing internal business operations. The Coordinator must be extremely well-organized, flexible, solutions-focused, and resourceful with top-notch written and verbal communication skills. A high level of professionalism and discretion is crucial for this role. The Coordinator is a key player in ensuring that the Advancement team has the leadership and guidance to successfully share the ASPCA’s mission of making the world a better place for animals and the people who care about them.
Who We Are
The Development division is responsible for raising funds to fuel our lifesaving mission by engaging individuals and organizations to support our work. The Advancement team, within the Development division, cultivates, advances, and stewards major donor and foundation relationships.
What You’ll Do
Coordinator, Advancement reports directly to the SVP, Advancement and has no direct reports.
Where and When You’ll Work
This is a hybrid position and will require occasional commuting to the 8th Ave ASPCA located on 8th Avenue in New York City.
Ability and willingness to travel up to 10% annually, as needed.
Able to work a flexible schedule when needed including days, evenings, weekends, and holidays
What You’ll Get
Compensation
Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, location, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and staff compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary range for this role is set forth below and may be modified in the future.
Benefits
At the ASPCA, you don’t have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include, but are not limited to:
Affordable health coverage, including medical, employer-paid dental, and optional vision coverage.
Flexible time off that includes vacation time, sick and bereavement time, paid parental leave, 10 company paid holidays, and paid personal time off that allows you even more flexibility to observe the days that mean the most to you.
Competitive financial incentives and retirement savings including a 401(k) plan with generous employer contributions — we match dollar for dollar up to 4% and provide an additional 4% contribution toward your future each year.
Robust professional development opportunities including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field, and so much more.
Responsibilities:
Responsibility buckets are listed in general order of importance, and include but are not limited to:
Donor Stewardship & Events
Support donor stewardship efforts across the Advancement team, including:
- Assisting with the coordination and administration of the Subaru Loves Pets grants program by organizing and creating impact reports for over 600+ shelter grantees; and support internal teams as directed
- Supporting content generation for donor reports, pitch sheets, and presentations
- Communicating with donors on occasion through phone calls and correspondence
- Tracking all workplace giving through monitoring of several giving portals, ongoing wire claims and check processing, and providing monthly projections
Assist with donor events and engagement, including:
- Developing elements required for successful implementation of the ASPCA’s annual Humane Awards Luncheon, including promotional materials, invitations, programs, digital materials, gift tracking, and donor acknowledgements
- Managing logistics for small donor stewardship events, including venue research, invitation design, meeting facilitation, and internal stakeholder engagement
- Following up on pledges from donors to ensure that they are fully received
- Designing and adapting Airtable databases to address needs and manage projects across teams
- Monitoring key team analytics, such as email engagement, donor interactions, and corporate partner outreach
- Creating and finetuning department presentations using Canva and PowerPoint
Administration
Manage specific departmental administrative duties, including:
- Serve as vendor point-person for operations, processing vendor set-up forms, payment requests, and invoices; serve as Advancement resource on expense policy
- Schedule internal and external meetings on behalf of the Advancement team
- Manage in-person, hybrid, and remote meetings seamlessly, including set-up, agenda preparation, note taking, and follow up
- Completing team travel logistics and itineraries
- Overseeing the Advancement team’s digital filing system, ensuring consistency
- Reviewing admin functions and institute process improvements to simplify and streamline
- Serving as the team’s in-office point person to manage office supplies, branded giveaways, mail, and in-person meeting set up
Serve as key administrative support to the SVP, Advancement, including:
- Preparing and submitting expense reports for the SVP
- Providing management support of the SVP’s calendar and internal communications, fielding inquiries and representing the SVP’s input on occasion
- Maintaining knowledge of the SVP’s priorities and workflow and the Advancement team’s long-term and short-term goals
- Maintaining the highest level of confidentiality while handling sensitive information and issues
- Acknowledging team members’ anniversaries and milestones, and sharing Advancement updates with other departments
Qualifications
- Proficiency in Microsoft Office required; proficiency in Canva, Adobe products and databases like Airtable or CRMs like Salesforce a plus
- Excellent written and oral communication skills, and high level of professionalism and discretion; ability to artfully flex communication styles to audiences
- Exceptional organizational skills; motivated by getting things done and done well
- Strong attention to detail – does not let anything slip through the cracks
- Friendly and good humored with keen ability to build rapport and authentic, trusting relationships across the organization; comfortable following up with senior leaders in support of SVP’s priorities
- Proactively problem-solves and takes appropriate initiative to implement solutions
- Flexible; can easily adapt to changes and help others do the same
- Cultivates a climate in which diverse perspectives are solicited, encouraged, valued, and respected
- Sets a high standard by exhibiting transparency, integrity, honesty, and strong ethical principles
- Unafraid of hard conversations and approaches them openly, quickly, and kindly
- Ability to communicate clearly in person, over the phone, and via email, which may involve speaking and listening for extended periods
- Ability to exemplify ASPCA’s core values, behavioral competencies, and commitment to diversity, equity, and inclusion
Language
Education and Work Experience
- High School Diploma or GED required, B.S. or B.A. preferred
- 4+ years of professional experience required, preferably in fundraising or client services (e.g. donor stewardship support, experience managing donor events)
- Previous experience in a nonprofit environment preferred
- 3+ years of experience providing administrative support strongly preferred, including supporting expense reports, travel logistics, meeting coordination and calendar management
Additional Information
- Other duties as assigned
- Ability to sit for extended periods while working at a desk or computer
- Occasionally lifting and carrying light office supplies, generally not exceeding 20 pounds
- Manual dexterity and eye-hand coordination allowing for proficient use of keyboard, mouse, and other office equipment
Language:
English
Education and Work Experience:
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About Us:
The ASPCA was founded in 1866 on the belief that animals are entitled to kind and respectful treatment by humans and must be protected under the law. As a 501(c)(3) not-for-profit corporation with more than two million supporters nationwide, the ASPCA is committed to preventing cruelty to dogs, cats, equines, and farm animals throughout the United States.
The ASPCA is headquartered in New York City, where we maintain a full-service animal hospital, spay/neuter clinic, mobile spay/neuter and primary pet care clinics, a rehabilitation center for canine victims of cruelty, kitten nursery, adoption center, and two community veterinary centers.
The ASPCA also operates programs and services that extend nationwide. We assist animals in need through on-the-ground disaster and cruelty interventions, behavioral rehabilitation, animal placement, legal and legislative advocacy, and the advancement of the sheltering and veterinary community through research, training, and resources.
At the ASPCA, we are committed to fostering a collaborative and compassionate culture and we welcome all voices to contribute to our lifesaving mission. Our staff represent a vast array of backgrounds and diversity dimensions, bringing with them valuable experiences and perspectives. They join the ASPCA to learn, grow, and continually do their best work on behalf of animals. We are inspired by our staff, partners, and the communities we support across the country who work to improve animal lives. We are committed to diversity, equity, and inclusion at the ASPCA because it elevates our organizational culture, aligns with our Core Values, and enables us to move further and faster toward the ASPCA’s vision – that all animals live good lives; valued by society, protected by its laws, and free from cruelty, pain and suffering.
Our EEO Policy:
The ASPCA is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.
Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the ASPCA’s standard application process, which will ensure an equal employment opportunity without imposing undue hardship on the ASPCA. Please inform the ASPCA’s People Team if you need an accommodation in order to complete any forms or to otherwise participate in the application process.
Individuals seeking employment are considered without regards to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.
ASPCA is an Equal Opportunity Employer (M/F/D/V).
Applicant Notices: Applicants have rights under federal employment laws: Equal Employment Opportunity; Employee Polygraph Protection Act (EPPA); Family and Medical Leave Act (FMLA); Uniformed Services Employment Reemployment Rights Act (USERRA). Candidates residing in CA, CO, Flagstaff (AZ), IL, IN, Los Angeles (CA), Los Angeles County (CA), MA, ME, NJ, NM, NYC, OR, Philadelphia (PA), RI, San Francisco (CA), and WI should click here for additional information about general applicant notices.
