What are the responsibilities and job description for the Advancement Coordinator, 26-27, FT position at Cascades Academy?
Advancement Coordinator Job Description
Position Overview
Cascades Academy is seeking an advancement professional who is excited to grow
with the school. This position offers significant opportunity for professional growth
and increased responsibility over time. An exceptional candidate will have the
opportunity to develop the skills and experience necessary to assume increasing
leadership responsibilities within the Advancement Office.
Cascades Academy was founded in 2003 with a deep commitment to experiential
learning, academic excellence, and community engagement. Now beginning its
24th year, the school has grown to 240 students PreK-12 and is excited to fully
realize its founding pillars while also deepening its commitment to diversity, equity,
and inclusion, social-emotional learning, and community partnerships in order to
inspire lifelong learners.
Due to its small size, ability to attract highly talented and innovative educators,
program agility, and location in the outdoor mecca of Bend, Oregon, the school is
uniquely poised to become a leader in the innovative, experiential educational
landscape.
Position Description
The Advancement Coordinator dual reports to the Director of Advancement and
Director of Marketing & Communications, with the Director of Advancement serving
as the direct supervisor. The majority of the role is dedicated to philanthropic efforts,
community engagement, and events, while roughly a third of the role supports
marketing, communications, and administration.
- A typical work day begins at 8:15am, Monday-Friday. End time will vary
4:30-5:00pm.
- Additional evening and weekend hours are required for events throughout the
- The current role is a full-time, 12-month position however, there may be some
summer.
Responsibilities
Advancement duties (65%)
- Fall Giving Campaign
- Manage and execute the day-to-day operations of the annual Fall
Giving Campaign (October - December), in collaboration with the
Director of Advancement and Director of Marketing & Communications.
Serve as the primary staff lead for the campaign's mass-appeal
communications and participation efforts, helping to drive broad
engagement and participation among current families, grandparents,
alumni, and other members of the school community.
- Draft and coordinate campaign communications, including direct mail
posts; coordinate with direct mail vendors on all aspects of printing,
production, and mailing; and develop and maintain campaign timelines
and communication schedules. Manage the Staff Giving Campaign,
including communications, participation tracking, reminders, and
stewardship.
- Track campaign giving and participation in spreadsheets and
participation levels by class and constituent group; and provide regular
updates to the Director of Advancement. Prepare and distribute regular
school-wide campaign participation updates and other internal
communications designed to build momentum and encourage
participation throughout the campaign.
- Annual Auction
- Coordinate and provide operational leadership for the volunteer-led
annual Spring Auction, working closely with the Director of
Advancement and volunteer Auction Committee to ensure a successful
event. Recruit, organize, and support auction volunteers; coordinate
timelines and logistics; assist with development and maintenance of
the auction website; support the procurement and organization of
auction items; coordinate event communications; and provide ongoing
staff support to volunteers throughout the planning process.
- The 2027 Auction will be held on Saturday, March 6. Full-day and
setup, event execution, and breakdown.
- General Event Planning & Support
- Oversee logistics for events organized by the Advancement Office,
including, but not limited to, sending event invitations, taking RSVPs,
and organizing vendors for events such as Grandparents & Special
Friends Day, Donor Stewardship Events, Graduation, Alumni Gatherings
and special initiatives.
- Evening work is required approximately 1-3 times per month.
- Community Engagement & Stewardship
- Establish strong working relationships with volunteers and donors alike,
- Support the Director of Advancement in donor stewardship such as
- Support the planning and execution of Alumni programs and
- Attend and take notes at Board Advancement Committee meetings.
- Gift Processing and Database Management
- Record, process, and track all gifts and donations, and regularly
matching gifts and in-kind gifts. Generate electronic pledge reminders
and send gift acknowledgements in a timely manner.
- Maintain ongoing accuracy and integrity of fundraising database
reports, and exports from the database as needed, including solicitation
lists and mail merges for annual fund and other fundraising
communications.
- Support year-end annual report, audit, and IRS 990 filing with the
Marketing & Communications duties (25%)
- Communications
- Execute the social media plan through regular posts, stories, and event
- Update website as directed
- Source content for, write, and send email newsletter every other week
- Content Creation, Collection, Organization
- Regularly photograph and/or video school activities with the primary
- Maintain media archives; seek out photos/videos from staff members to
- Coordinate professional photography/videography as needed; provide
- Organize, order, and track school merchandise and branded
- Keep school signage and bulletin boards up to date with current events
- Maintain public-facing school calendar
General Administrative duties (10%)
- Support the coordination of meetings, materials, and communications as
- Manage Advancement expense reporting and reimbursements as needed
- Attend weekly Administration meetings and help ensure smooth running of
- Weekly admin and teacher relief duties such as providing coverage for the
- Serve in a key backup role for the front office coordinator, assisting with
answering the main phone line, assisting students in the wellness room, and
assisting students, staff, and families with general needs and questions.
- Perform other duties as required or assigned by the Director of Advancement
Preferred Knowledge, Skills, Abilities
- 2-5 years of related professional experience in development, community
- Experience with a customer or donor relationship management system
- Experience creating and curating content for marketing and communications
- Proficiency in Google Workspace and Microsoft Office applications
- Superior written, verbal communication, and customer service skills
- Demonstrated commitment to excellence, detail, and ability to prioritize and
- Positive attitude, relationship-building skills, a high level of self-motivation,
- Demonstrated ability to work independently and as part of a team, take
- Ability to maintain confidentiality and handle sensitive information with
integrity
Position Details
Title Advancement Coordinator
Reports to Director of Advancement
Start Date September 2026
Schedule Full-Time
Compensation Dependent on experience.
- 403b retirement plan with 4% employer match
- Optional pre-tax flexible spending health account
- Approx. eight weeks of paid vacation time (includes five
weeks of scheduled school breaks during the year, plus
three flexible weeks during the summer)
- 10 paid sick days and two personal days per year
Application Instructions
To apply, please complete the application on our website, including your resume,
cover letter, and three references. A letter of recommendation is optional and
encouraged. No phone calls, please.
It is the policy of Cascades Academy to provide equal employment opportunity,
regardless of race, color, sex, age, national origin, religion, physical or mental
impairment, sexual orientation, veteran’s status or any other status protected by
applicable law. Specifically, employment opportunities are and shall be open to all
qualified applicants solely on the basis of their experience, aptitudes, abilities and
training; advancement is and shall be based on the individual’s achievement,
performance, ability, attitude and potential for promotion.