ADVANCEMENT COORDINATOR

ADVANCEMENT COORDINATOR

Bellarmine Preparatory School (Tacoma, WA)

 

DEPARTMENT:   Advancement Office

PAY RANGE:   $29.74 – $37.17

 

Bellarmine is a Catholic Jesuit college preparatory secondary school with an enrollment of approximately 900 students in grades 9-12. The successful candidate for this position will demonstrate a commitment to working with talented and motivated employees. Bellarmine fosters amongst its governing board members, employees and students a commitment to embrace and celebrate the diversity of the school’s family and the broader community. Our school has made a strong commitment to promoting diversity of our employees. We encourage persons of all backgrounds to apply.

 

RELATIONSHIPS

This is a full-time, hourly position that reports to the Vice President of Institutional Advancement and Community Engagement and has working relationships with all members of the Advancement Office, Marketing and Communications Director, President’s Office, Business Office, Board Members, Faculty, Administration and Staff Employees, Constituents, Parents, Alumni, Benefactors, and Friends of Bellarmine and Students.

 

JOB SUMMARY DETAILS

Direct and assist constituents (in-person, email, and phone) seeking assistance from the Advancement Office.
Oversee donor database and donor information program
Daily processing and oversight of all gifts, pledges, and payments, including company gift matching and stock gifts, to include ACH and wire transfers, incoming bequests, and estate gifts.
Prepare and distribute benefactor acknowledgement letters for all incoming gifts.
Run monthly pledge reminders and send reminder statements.
Prepare monthly financial reports to Finance regarding gift placement, to include employee monthly and payroll gifts.
Oversee all endowment related activities and create support materials, to include annual endowment statements.
Support team efforts with accurate gift reporting, updated weekly/monthly.
Provide administrative support, to include meeting support, to the Advancement Office.
Provide Advancement event support as needed working closely with the Advancement Office and Events Team.
Support ad hoc activities, to include daily, monthly and annual operational functions of the Advancement Office.
Actively engage in community organizations or activities.

CORE FUNCTIONS OR DUTIES

Advancement Office coordination (20%)

Direct and assist constituents seeking assistance from the Advancement office.
Oversee incoming and outgoing mail, phone, and in-person activities for the Advancement Office.
Partner with VP of Advancement with Advancement, Trust, and Gala Committee activities.
Support all department meetings and events for the Advancement Office.
Database management, gift processing and benefactor servicing (70%)

Process gifts received via mail, credit card and online gifts within 24 hours and send donor acknowledgement letters for all new gifts, final pledge gifts, and for all pledge payments including full share pledge set-up.
Point of contact with the school’s investment broker for all stock gift activities and manages all stock and non-cash donation activity.
Oversee third-party matching-gift process and monitor donation websites for gift acceptance.
Support and partner with the Advancement Office on all legacy and planned giving activities.
Oversee school’s donor management system to include donor contact information, donor reporting, and process management.
Communicate directly with donors for accurate recordkeeping regarding all gift activity and contact information.
Partner with the Business Office on credit card donations made through third party processing via monthly reports for each department.
Responsible for monthly and annual reconciliation reports with the Business Office, to include annual school audits.
Responsible for end of year tax receipt distribution to all constituents.
Responsible for annual endowment statements.

Donor Relations and Endowment activities (10%)

Assist where applicable in stewardship  and cultivation activities in partnership with VP of Advancement, President, Major Gifts Officer, and Alumni Director.
Assist Advancement Office with donor centric messaging, campaigns, and materials for fundraising activities.
Support and partner with the President and VP of Advancement on all centennial and campaign activities.
Partner with the Advancement Office on all messaging to constituents, editing, mailings, staff meeting preparations, and additional activities as identified as needed.
Support the President and VP of Advancement in coordinating campaign activities involving key benefactors and alumni.
Support Advancement Office with Business Partners to include communication and data management.
Assist in preparation of all potential grant or corporate giving proposals and management

 

QUALIFICATIONS/COMPETENCIES

Requirements:

Experience working in the non-profit sector, preferably advancement and educational, religious institutions.
Able to organize complex materials, manage more than one project at a time, adapt to changing priorities, maintain sensitive and confidential information, and communicate comfortably in an academic setting.
Strong proficiency in Google Workspace, Mac OS, and various software
Strong competency in CRM or donor database management; Bloomerang preferred or equivalent
Proficiency in donor processing, bank reconciliation, and stock gift processing.
Ability to work professionally with high level benefactors, alumni, and board members.
Ability to be communicate and partner with diverse group of colleagues, faculty, benefactors, students,
Team player attitude, willing to help with other Advancement Department duties as necessary or assigned.
Strong organizational skills and ability to manage project management activities.
Ability to recognize the importance and significance of information as it arrives about Bellarmine’s constituency.
Ability to work independently.
Dedicated to promoting a multicultural educational environment aligned to Bellarmine’s Catholic, Jesuit missions and values.
Ability to have a thoughtful and genuine presence and project a professional image in appearance and manner in alignment with Catholic, Jesuit mission and values.
Ability to serve benefactors, alumni, parents, and community partners in a manner that reflects the mission and values of Bellarmine Preparatory School.
Willingness to work flexible hours.
Preferred:

Experience working at a high school or institute with a similar mission; fundraising or development experience preferred.
College degree preferred or equivalent experience; work experience may be considered.
Finance and accounting experience preferred.
Able to multitask and meet deadlines in a fast paced environment. Must have a demonstrated ability to work independently and as a self‐starter in a team‐oriented environment.
BENEFITS

A comprehensive package of benefits is offered including three medical plan options, dental plan, vision plan, life insurance, accidental death and dismemberment (AD&D) insurance, long-term disability (LTD) insurance, 403(b) retirement plan with substantial employer contributions, health savings account (HSA), flexible spending account (FSA), employee assistance program (EAP), and generous paid sick leave, paid vacation, and paid holidays. Bellarmine also offers a tuition remission (discount) program for employees’ children.

 

INQUIRIES / APPLICATION

Please apply online at www.bellarmineprep.org/employment. It is important to complete all sections of the online employment application even though you would upload your cover letter of interest and resume within your online employment application. Include at least 3 professional references on your online application form.  If you have questions or need an accommodation, please contact Human Resources Generalist Faith Ferreria at ferreriaf@bellarmineprep.org or (253)752-7701 (x843).