Administrative Coordinator

Job Type

Full-time

Description

Founded in 1905 and serving nearly 1,000 day and boarding students from across the United States and all over the world, McCallie is one of the country’s premier independent schools and a national leader in educating boys in grades 6-12. McCallie takes an expansive view of education, seeking to form the whole boy. In his journey to manhood, McCallie comes alongside the student and supports his mental, spiritual, physical, and emotional development.

Position Summary

The Administrative Coordinator for the Development Office is a central operational role that ensures the teams (Operations, Engagement, & Philanthropy) function with excellence, accuracy, and professionalism. This position provides critical administrative support, data entry, LOI management, and process support to the entire office, with particular focus on enabling the Gift Officers to execute disciplined fundraising, moves management, constituent engagement, and stewardship.

Serving as the operational hub that brings structure, consistency, and follow-through to development operations for coordination, documentation, scheduling, communications, and systems management, this role protects fundraising productivity and data integrity across the department. The Administrative Coordinator ensures that gift officers have the logistical and administrative support needed to manage their portfolios effectively, that development operations and stewardship processes are executed accurately and on time, and that donors, volunteers, and school partners experience a highly organized, responsive, and consistent advancement operation—allowing fundraisers to focus on building relationships, securing support, and advancing McCallie’s mission.

This is a 12-month, full-time, non-exempt position eligible for full benefits.

Primary Responsibilities

Key Function #1 – Philanthropy & Gift Officer Support: Provide consistent, detail-driven operational support to the Philanthropy team to ensure strong execution of moves management and fundraising activity.

• Coordinating calendars, meetings, travel, and scheduling for gift officers, donor visits, and volunteer meetings.
• Prepare, organize, and distribute solicitation, stewardship, and portfolio materials.
• Track deadlines, proposals, acknowledgments, pledge documentation, and follow-up actions.
• Assist with preparation of donor correspondence, gift agreements, LOIs, stewardship reports, and meeting materials.
• Ensure that all interactions and documentation are properly recorded in the CRM in partnership with Advancement Services.
• Ensure all fundraising activities, documentation, and follow-up are completed accurately and on schedule.
  
  

Key Function #2 – Data Systems & Process Management: Support disciplined fundraising through accurate data, organized workflows, and consistent use of systems.

• Serve as a quality control checkpoint for donor records, proposals, and documentation to ensure accuracy, completeness, and compliance with office standards.
• Maintain and update constituent records, contact reports, proposals, gifts, and activity tracking in the CRM.
• Monitor data quality, completeness, and timeliness for the Philanthropy team.
• Assist with reporting, portfolio tracking, and activity metrics.
• Serve as a system administrator or power user for platforms such as the CRM, event systems, document storage, and mailing tools.
• Ensure documentation is organized, accessible, and compliant with office standards.
  
  

Key Function #3 – Development Office Administration: Support the smooth daily operation of the Development Office.

• Maintain calendars, shared schedules, and meeting logistics.
• Manage office supplies, ordering, and inventory.
• Support financial tracking, expense reporting, and reconciliation as needed.
• Maintain organized digital and physical filing systems.
• Assist leadership with special projects and cross-team coordination.
  
  

Requirements

• College education is preferred;
• Experience in advancement, nonprofit operations, admissions, college counseling, or similarly complex, deadline-driven environments is strongly preferred;
• Exceptional organization, attention to detail, and follow-through;
• Strong proficiency with databases, Google Workspace, spreadsheets, and office technology;
• Ability to manage multiple priorities, deadlines, and workflows in a structured, deadline-driven environment;
• High emotional intelligence and professionalism when working with donors, volunteers, faculty, and families;
• Discretion and integrity when handling sensitive donor and constituent information;
• A collaborative, proactive, and solution-oriented mindset;
• Deep understanding of, support for, and desire to live out McCallie’s mission for the good of McCallie boys - including both the school’s Christian foundation and its commitment to the ideals of honor, truth, and duty.