Advancement Operations Jobs (NOW HIRING)

POSITION OVERVIEW

Reporting to the Director of Advancement Operations and working closely with all members of the Advancement Operations team, the Advancement Operations Coordinator supports all aspects of the team’s broad slate of activity.  This includes assisting with: the gift process flow - from gift processing to receipt and acknowledgement to related ad hoc donor communications; the generation of daily, weekly, and monthly financial reporting for OIA and the Business Office; the team’s ongoing data management and cleanup tasks and projects; the creation or updating of ad hoc and custom reports; the writing and updating of technical policies and procedures documentation. The position requires proficiency with computer software and related problem-solving skills, as well as the ability to interact confidently with Westminster volunteers and donors, while maintaining strict confidentiality of all donor information. The ideal candidate is detail-oriented and can comfortably and successfully manage several tasks simultaneously.

Supervisor: Director of Advancement Operations

Supervisory Responsibilities:  None

Position Status:  Salaried, non-exempt, full-time, regular, 12-month

Hours of Work: Monday through Friday; core hours are 8:00 a.m. to 4:30 p.m. Evening and weekend work may be required.  Eligible for Remote Work Arrangement.

REQUIREMENTS AND QUALIFICATIONS

The requirements below outline the knowledge, skills, and abilities expected of a successful candidate.

• Embraces the mission, vision, and strategic priorities of The Westminster Schools and the OIA.
• Upholds and models the core values and operating principles of Westminster’s OIA (Courage, Curiosity, Gratitude, Impact, and Ownership).
• Respects a work environment that values and champions diversity, equity, inclusion, and belonging for all.
• Bachelor's degree required. 
• Very strong computer skills, including a high level of competency in Microsoft Office and relational databases; experience with Raiser's Edge preferred. 
• Experience working in complex environments while maintaining a high degree of organizational effectiveness, confidentiality, and attention to detail. 
• Self-starter with the ability to work independently and to take the initiative to meet deadlines in a time-sensitive and fluid environment. 
• Excellent oral, written, telephone, and e-mail communication skills; ability to communicate effectively with a wide variety of constituencies. 
• Demonstrated ability to work as an effective team member and manage multiple projects simultaneously. 
• Commitment to the mission of The Westminster Schools and willingness to serve as an ambassador for the School, both internally and externally. 
• Ability and willingness to support, respect, and embrace diverse backgrounds, values, and points of view to build a strong and inclusive community, including faculty, staff, students, and constituents. 
• Growth mindset with active engagement in individual and departmental professional development and best practices.

ESSENTIAL RESPONSIBILITIES

• Working closely with the Advancement Operations Manager and Advancement Operations Associate, assists with gift processing activities for the Office for Institutional Advancement, including but not limited to: 
  • Processes checks, electronic funds transfers, credit cards, payroll deduction, recurring gifts, and other philanthropic donations to the School and accurately records them in The Raiser's Edge; 
  • Prepares gift batches for deposit with the Business Office; 
  • Records donor pledges; 
  • Prepares and sends acknowledgments, receipts, pledge letters, and other correspondence related to gifts in a timely fashion
• Embraces the mission and strategic priorities of The Westminster Schools.
• Upholds and models the core values and operating principles of Westminster’s Office for Institutional Advancement.
• Assists in imaging historical and current documents, to maintain and preserve archival information, and maximize the utilization of the database for fundraising purposes. 
• Assists in running reports related to processing gifts and distributing them as required.
• Assists in facilitating the matching gift process for donors and OIA.
• Manages/coordinates the internal and external requests that come in through the Advancement Services inbox
• Manages and imports event participation data.
• Acts as an Advancement Operations liaison to specified internal client group(s).
• Acts as a subject matter expert for formal data import tools.
• Updates gift records as needed when discrepancies are identified. 
• Updates biographical information in constituent records as changes are received through gift backup documentation and other sources.
• Participates in team data cleanup projects and tasks.
• Helps draft and update policy and procedure documentation and trains staff accordingly.
• Participates in Advancement Operations’ efforts to broaden the team’s knowledge of all systems interacting or integrating with The Raiser’s Edge fundraising database so that the team can best technically support the other OIA teams.
• Maintains and secures all data (electronic and paper-based) in accordance with the confidentiality standards required by School policy, applicable federal law, and Donor Bill of Rights.
• Produces weekly dashboard reports for the Westminster Fund.
• Performs other duties as assigned.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

While performing the duties of this position, the employee is required to sit; stand; walk; use hands to finger, handle, and feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch, and crawl; talk and hear; engage in moderately strenuous physical activity both indoors and out. The employee may occasionally lift or move up to 20 pounds. Specific visual abilities required for this position include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. The ability to become certified in CPR, AED, and First Aid is required.

While performing the duties of this position, the employee may occasionally be exposed to outside weather conditions and frequently walk on slippery or uneven surfaces.  The noise level in the work environment is often loud.

Westminster is a drug-free, smoke/vape-free campus.

TRAVEL

Travel is primarily local during the regular business day.  Overnight and out-of-area travel may also be required, primarily for planned events, conferences, and professional development opportunities.

Driving a Westminster vehicle may be required for this position.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Westminster is committed to the principle of equal opportunity in employment.  It is Westminster’s policy to provide equal employment opportunities and administer terms and conditions of employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran under applicable federal, state, and local laws.  EOE/M/F/D/V.