Advancement Services Coordinator

SUMMARY 

The Advancement Services Coordinator plays a key role in supporting Harding Academy’s Advancement & Marketing Office through accurate data management, timely stewardship, and consistent communications. This position ensures that donor records, acknowledgments, and reporting are handled with precision while also providing logistical and creative support for school-wide communications and events. The Advancement Services Coordinator works closely with colleagues across Advancement, Admissions, and the Business Office to strengthen Harding’s community relationships and support fundraising, marketing, and stewardship goals.

EDUCATION AND EXPERIENCE 

1. Bachelor’s degree
2. Strong attention to detail and organizational skills.
3. Experience with databases (Raiser’s Edge or similar CRM system strongly preferred).
4. Excellent written and verbal communication skills.
5. Ability to manage multiple projects and meet deadlines in a fast-paced environment.
6. Collaborative, team-oriented mindset with a strong customer service orientation. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Database & Gift Management

• Manage the donor database (Raiser’s Edge), including gift entry, pledges, acknowledgments, and reporting.
• Process and maintain accurate records of all gifts and pledges to the school, in coordination with the Business Office.
• Track and record gifts, prepare receipts and acknowledgments, and report regularly on fundraising progress.
• Enter new constituents and organizations, ensuring all appropriate relationships and connections are established.

Reporting & Analysis

• Build queries and data exports for Annual Giving Campaign mailings, events, and the annual report.
• Generate pledge reminders for the Annual Giving Campaign and other initiatives as needed.
• Create reports on gifts and pledges for the Advancement Office and institutional committees.
• Generate dashboards and reconciliations in coordination with the Business Office.
• Ensure data accuracy and integrity through regular updates and cleanup.

Communications & Marketing Support

• Produce timely acknowledgment letters and other stewardship communications to donors.
• Coordinate weekly community communications, including Hawk’s Eye View, CompassConnection, and Wednesday Reminders.
• Oversee mailings such as the grandparent calendar, campaign updates, and community notices.
• Maintain and update the Harding Academy website at the direction of the Director of Advancement & Marketing.
• Provide event support by creating programs and coordinating photography/videography needs.
• Assist with the production of the annual Excellentia magazine.

General Office Responsibilities

• Assists with all advancement special events.
• Annually prepares tax letters, NAIS report

• Performs all other duties as assigned by the Director of Advancement and Head of School.

PERSONAL ATTRIBUTES

1. Mission-driven and committed to Harding Academy’s values.
2. Comfortable balancing behind-the-scenes operational work with visible event support.
3. Proactive, resourceful, and eager to improve systems and processes.
   Warm, professional demeanor with the ability to engage positively with families, donors, and colleagues.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to speak; hear; stand; walk; sit; use hands to finger, handle, grasp or feel; and reach with hands and arms.  The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and taste or smell.  The employee must occasionally lift and/or move more than 100 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.  Reasonable accommodations may be available to allow the employee to perform the essential functions of the job.