Advancement Coordinator

Position Summary:

This role has primary responsibility for managing and overseeing the donor and alumni database, including confidential records of financial and in-kind donors, giving histories, and personal information. This position is responsible for data structure, supervision, data retrieval, report customization and analysis, policies & procedures, security, and data entry quality control. The Advancement Coordinator plays a key role in supporting the annual fund; fundraising events; institutional giving; publications and stewardship. In addition, the Advancement Coordinator is responsible for the processing of contributions, acknowledgements, payments and purchase orders, and is the point of contact for the reconciliation of all contributions and expenses with Finance. The Advancement Coordinator will also provide tactical solutions for implementation of tasks related to the database.

Essential Duties & Responsibilities:

• Maintain the overall quality and integrity of the Raisers Edge database, including working with our Raisers Edge consultant to troubleshoot problems with the database and staying current with updates to the system. Work with staff on best practices/universal updates/trends in RE.
• Maintain highly accurate and current donor data that effectively tracks key information, cultivation activities and histories, and solicitation and reporting calendars. Work with staff on donor reporting, cultivation readiness.
• Provides and edits all mailing and donor lists for publications, appeals, and other mailings.
• Manages the matching gifts program at Siena Catholic Schools.
• Oversee and grow Siena Catholic Schools of Racine’s alumni relations and engagement programs.
• Direct a comprehensive communications and outreach plan to involve alumni appropriately in devising and supporting opportunities and events for alumni. Point person for class reunions, alumni events, alumni inquiries.
• Responsible for securing student volunteers in relation to advancement activities. Supervises, manages projects, appropriately recognizes, and is the primary point person between Advancement and student-volunteers.
• Responsible for reading through obituaries and identifying alumni and friends who have passed away, including those who have named Siena or St. Catherine’s in their estates or gifts in memoriam. Sends cards of condolences and supplies memorial envelopes to funeral homes.
• Assists with events as instructed by Director of Annual Gifts & Grants, Director of Major Gifts & Campaigns, and Chief Advancement Officer.
• Prepare progress reports as directed to track funds raised towards advancement goals, appeals, and other fundraising efforts.
• Ensure timely acknowledgment of contributions, both in written and electronic correspondence.
• Manages select events held and coordinates volunteer recruitment for those events.
• Is the first point of contact with donors. Engage with potential donors as needed.
• Perform general office duties such as answering telephone inquiries, filing, mail, and generation of correspondence, spreadsheets and using common computer software with efficiency.
• Attend meetings as requested.
• Handle other duties and projects as assigned.
• Support other Advancement team members.
• Perform other duties, as needed.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education and/or Experience: Associate’s degree or greater is required and at least one year related experience in office administration and use of computer software. Ability to rapidly and accurately enter and retrieve computerized data. Prior successful experience working in Catholic education or other non-profit setting strongly preferred.
• Interpersonal Skills: Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others ideas and contributing to building a positive team spirit. Demonstrated ability to work successfully with youth and the public.
• Language Skills: Ability to communicate effectively verbally and in writing. Ability to respond to common inquiries from students, school families, staff or members of the public. Ability to read and interpret documents such as safety rules, operating instructions and policy/procedure manuals.
• Organizational and Reasoning Skills: Highly organized and accountable; ability to apply common sense understanding to carry out instructions provided in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Computer Skills: Proficiency in usage of database software, internet software, email and word processing software. Ability to proficiently use the following programs strongly preferred: PowerSchool, MS Word and Excel. Ability to type accurately and proficiently.
• Other Skills and Abilities: Ability to appropriately communicate with donors and other stakeholders, including students, school families, faculty/staff, and members of the public including vendors. Ability to exercise good judgement and work longer hours, as needed.
• Certificates, Licenses, Registrations: A valid Wisconsin Driver’s License along with an acceptable driving record.