Advancement Services Coordinator

The Advancement Services Coordinator is responsible for overall fundraising-data management and support for fundraising efforts in the Advancement Office. Responsibilities include management of all gift entry/processing, acknowledgements, data integrity, reporting, and queries. Together with the Director of Advancement Services, this individual will assist in creating and maintaining fundraising-data management protocols for both GFS and its partner program, Breakthrough of Greater Philadelphia. The successful candidate will ensure that the frontline fundraising team is provided robust support in order to maximize their efforts. This individual will also serve as a welcoming ambassador for GFS and the Advancement Department.

Responsibilities

GFS Gift Management and Fundraising Support

·      Process all annual, matching, campaign, restricted, planned, and other gifts, including pledges, into the fundraising database on a daily basis.

·      Manage data entry into the Raiser's Edge NXT database by providing guidance, education, and best practices while maintaining accurate information.

·      Migrate gifts from Raiser's Edge NXT database to Veracross for reconciliation with the Business Office.

·      Oversee gift acknowledgement workflow from start to finish, including generating and tracking acknowledgment letters and tribute notifications within 24-48 hours of gift receipt.

·      Assist in the production of event mailings, record registrations, and manage attendee lists.

·      Produce mailing labels, nametags, and reports as needed.

·      Organize and maintain all gift related paperwork.

Database Management

·      Generate analytic database reports, queries, lists, and manage data requests.

·      Update constituent files in the fundraising database as needed to maintain high data integrity.

·      Complete summer database constituent change-over processes in coordination with the Director of Advancement Services.

·      Work to ensure lost and deceased constituent records are coded correctly.

·      Work with the Annual Fund Manager and the Director of Advancement Services to develop, design, and produce queries as requested for appeals, mailings, etc.

·      With the Director of Advancement Services, establish, document, and ensure protocols for database integrity, donor standards, and IRS regulations.

·      Provide database resources and training on a continual basis as primary subject matter expert for Germantown Friends School and Breakthrough of Greater Philadelphia in matters related to Raiser’s Edge. 

Breakthrough Gift Management and Fundraising Support (approx. 15% of role)

·      Process all gifts including pledges to Breakthrough of Greater Philadelphia into the fundraising database on a daily basis.

·      Migrate gifts for Breakthrough of Greater Philadelphia from Raiser’s Edge NXT database to Veracross for reconciliation with the Business Office on a daily basis.

·      Reconcile credit card gifts made through Stripe with the Business Office.

·      Generate and track acknowledgment letters for Breakthrough of Greater Philadelphia gifts within 24-48 hours of receipt.

·      Import mass data from Breakthrough of Greater Philadelphia into Raiser’s Edge database (events registrations, new constituents, bulk actions, gifts)

·      Assist in the production of event mailings, record registrations, and manage attendee lists.

·      Generate analytic database reports, queries, lists, and manage data requests.

Requirements

·      Experience in Development preferred.

·      Proficiency in Raiser’s Edge or a comparable Development database preferred.

·      Independent worker and thinker as well as a team player.

·      Strong attention to detail and exceptional organizational skills.

·      Excellent computer skills are required, as well as strong experience with Raiser’s Edge or another CRM, Proficiency in G-Suite, Microsoft Office Suite, including Excel, PowerPoint, and Word preferred.

The Advancement Department is responsible for all Development, Communications, and Marketing activities, reinforcing and building a community of students, faculty and staff, alumni, and families who embrace the school’s mission and share lifelong connections with the school. The department works strategically and collaboratively with colleagues across campus, and volunteers to raise funds for programmatic, endowment, and capital priorities. This is an opportunity to be part of a dynamic team during a transformational campaign that will pave the way for the next phase of Germantown Friends School’s growth.

Interested candidates should send a cover letter, resume, and the names and contact info of three references, all as attachments, to [email protected]. Please include “Advancement Services Coordinator” in the subject line.

Germantown Friends School is an equal-opportunity employer committed to diversity in its student body, faculty, and staff. The school does not discriminate on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class status. People demonstrating a commitment to diversity and multiculturalism in education are encouraged to apply. For more information about the school, please visit our website at www.germantownfriends.org.

Germantown Friends School is a Quaker, independent, co-educational day school, serving early childhood‐12th grade. Located in northwest Philadelphia, the school is home to a vibrant intellectual community, located in a historic neighborhood, serving a diverse school community, with a robust educational program that is grounded in Quaker principles. For more information about the school, visit www.germantownfriends.org.