Title: Advancement Coordinator
Reports to: VP for Advancement
Job Description:
Holy Cross (HC) is seeking an experienced Advancement Coordinator to be responsible for various
database and event planning responsibilities of the Advancement Office.
The Advancement Coordinator will play a vital role in providing administrative support to the Advancement Office as a key "right-hand" to the Vice President for Advancement (VPFA), the Director of Alumni Relations and Communications (DARC) and the Director of Giving (DG). Commitment to and understanding of the mission and values of the Congregation of Holy Cross is essential.
* This is a full-time, on-site 5 day a week position (8am - 4pm) Occasional evening and weekend work will be required for fundraising events.
General Duties include:
Take a lead role in the ongoing updating and maintenance of Raiser's Edge (RE) database for alumni, parent, student and donor information.
Create and update mailing list requests from VPFA, DARC, DG for events and other mailings.
Enter all gifts and acknowledge all donors and benefactors for gifts made, appropriately based on the gift type and situation.
Creates, issues and pulls data for broadcast emails sent by Advancement office. Coordinates
with other department members on email timing and distribution.
Provide support and assistance on Advancement event planning/at events and with other Advancement duties as needed and assigned.
Advancement Office
Database management & Advancement responsibilities
o Enter gifts into Raiser's Edge (RE) and generate acknowledgement letters for all donations within 2 to 3 business days of gift receipt. Manage monthly credit card batches via RE.
o Maintain and update all info in RE database with integrity, accuracy and in a timely manner.
Learn and understand the back-end coding and data requirements to maintain consistency and accuracy of alumni information, gifts, etc.
Create RE giving forms at the direction of the DARC/DG/VPFA to be embedded into the HC website for various giving programs and events.
o Become the main liaison to assist team members in gaining additional knowledge/expertise of all aspects of the RE database and subsequent RE platforms (i.e.: RE Event module, Qgiv).
Become the resident "expert" in NXT and assist the team in using NXT more exclusively.
o Be backup administrator of database processes/procedures at the direction of the DG/VPFA.
o Create/run donor reports as requested for events, mailings, solicitations, etc. Assist DG with all data required for Annual Report inclusion and other reports as needed.
o Prepare mailing list for invitations, appeals, Annual Reports, and other mailings.
o Work with DG and DARC by coordinating with outside printing/graphic partners to prepare
printed materials, including proofreading, revisions, etc.
o Manage matching gift applications process.
o Administer one-off mailings such as CBIS donor stewardship reports.
o Work with Advancement team in support of completing Operation Gratitude project.
Event Support - Includes President's Dinner, Hall of Fame, Walkathon, Reunion, Career
Day, Golf Outing, and others as required:
o Assist DARC, VPFA and DG with all event preparation, planning, registration and day of responsibilities.
This includes but not limited to:
Invitation design/preparation/printing
Mailing lists creation
Vendor management
Coordinating with outside venues as needed
Assisting with online registration form creation and management
Budget management and event file maintenance
Day-of duties and post-event reconciliation
Track, order and maintain other materials needed for each event's success
o Solicit and coordinate raffle prize acquisitions and auction donations. Manage the
preparation of raffle prizes including set up day-of.
Coordinate acquisition of all event signage, awards, giveaways with vendors.
Oversee staff and volunteer assignments for events and coordination of registration.
Ensure smooth registration process with accurate lists documented on spreadsheets/laptops/Chromebooks as required.
Assist coordination in all day-of activities
o Assist in creation and management of other Advancement events as determined by VPFA.
Education Requirements:
Bachelor's degree required.
Qualifications:
At least three years' experience required in Advancement and fundraising in a non-profit
organization-academic institution experience a plus.
Two to three years of experience in event planning and execution, including working with outside vendors and internal colleagues for successful event implementation.
Significant experience working with CRMs/database management, particularly Raisers Edge/NXT (RE/NXT). Strong working skills in Microsoft Excel in combination with RE/NXT.
Exceptional attention to detail and excellent data entry skill.
Working knowledge of Constant Contact and/or other broadcast text and email systems.
Excellent verbal and writing skills; advanced proof-reading skills necessary.
Ability to take direction, perform timely tasks and work within a team environment.
Discretion and sound judgement relating to school and departmental issues. Ability to handle alumni and constituent requests with the utmost professionalism and tact.
Passion for learning new systems, processes and programs in Advancement and Holy Cross activities.
Knowledge of and understanding of general business practices and methods.
Competency using Microsoft Office Suite (Word, Excel, PowerPoint), mail merge functions and an aptitude for learning new software required.
How to Apply
This search is being handled internally. Candidates interested in this position are asked to submit
the following documents by noon: 03/14/2025:
Cover letter and resume sent as a PDF to: Mr. Joseph Geraci, Vice President for Advancement,
Holy Cross High School at: jgeraci@myhchs.org
Salary: $50,000 - $60,000, commensurate with experience
