Advancement Coordinator

Full-time, Non-exempt (12-months), Category 4

Salary Range: $25.00-$35.00/hour

General Advancement Team Support (Estimated 5 hours per week):

• Advancement Team Scheduling and Time Tracking.

• Forward-facing front-line support for donors / visitors.

• Donor Meetings / Communications Preparation.

• Weekly Team Meeting Preparation.

Database Coordination (Estimated 10 hours per week):

• Enter gift data into batch to prepare for recording all donations, pledges, and pledge payments into the RE database daily.

• Create, process, and send all tax acknowledgment letters on behalf of the Advancement team.

• Generate pledge reminders for donors on all current campaigns.

• Create and implement a new process to ensure fundraisers are aware of all incoming gifts and acknowledge gifts promptly.

• Track and report employee participation in charitable giving programs.

Events (Estimated 10 hours per week):

• Work closely with the Event Coordinator to ensure all event registration payments have been collected before the event.

• Carefully track all event income, ensuring that every donation has been appropriately allocated and recorded.

• Support the Event Coordinator to ensure a seamless check-in process for all events.

• Act as point-person for all event software.

• Coordinate Gala volunteer scheduling, communications, and overall support.

• Gala/auction- backup support with inputting items and following up with donors to confirm/gather item details.

• Provide post-event reports with event income summary.

• Assist with data entry of items for online, silent, and live auctions.

Payment Support (Estimated 1 hour per week):

• Manage and utilize payment processing methods (cash, check) and electronic systems for donation intake.
• Ensure monthly donation deposits from all systems and delivery methods are entered into Raisers Edge.

Contracts & Finance Support (Estimated 2 hours per week):

• Process all department invoices and contract payments.

• Work with the accounting department to determine and assign proper budget account codes.

• Manage and monitor department expenses.

• Serve as point of contact for Oaks Christian’s gift-matching and donor-advised fund processing portals.

• Aid the Advancement team in special events.

• Balance monthly contributions from faculty and staff.

Volunteer Job responsibilities (Estimated 6-8 hours per week):

• Provide Malachi's Closet support.

• Oversight of volunteer clearance packets.

• Provide Party Book support including communications, confirmation with hosts and guests and follow-up.

Other Duties as Assigned:

• Fill in administrative tasks as needed for advancement team members.

• Create and distribute meeting minutes for all department meetings.

• Additional duties as assigned.