Gifts and Database Coordinator (Administrative)

WHO WE ARE

Holland Hall was established in 1922 and currently serves approximately 1,000 preK through 12th grade students in a coeducational setting. An Episcopal school distinguished by an excellent academic program and a student-centered environment emphasizing a holistic approach to education, we strive to provide a challenging, comprehensive educational experience grounded in a rigorous liberal arts college preparatory curriculum that promotes critical thinking and life-long learning. We seek to foster in each student a strong moral foundation and a deep sense of social responsibility. The Holland Hall community welcomes faculty and students of diverse racial, cultural, and religious backgrounds.

POSITION OBJECTIVES

Holland Hall seeks a full-time Gifts and Database Coordinator. This role is an integral part of the Advancement department and reports to the Director of Advancement Services. The Advancement department is responsible for creating a culture of philanthropy and spearheading community engagement; activities include cultivating and stewarding donors, identifying and soliciting prospects, alumni relations, and community and fundraising events. This position is primarily responsible for implementing the annual operating plan for Advancement Services as it relates to gift processing, list management and reporting.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Handles gift processing for annual fund, restricted gifts, capital campaign, gifts-in-kind, matching gifts and other special fundraising efforts. 

• Prepares donor pledge reminders, acknowledgements, tax receipts and stewardship letters including honor and memorial gift notifications.

• Reconciles Advancement records with the Business Office on a weekly and monthly basis.

• Maintains appropriate database updates to ensure donor records management and data hygiene. Updates and digitizes donor hard files as needed.

• Creates mailing lists, both digital and print, and works with mail house as needed.

• Tracks permit funds with the post office and monitors digital contact information updates. 

• Partners with other members of the Advancement Office to produce lists, reports, nametags, etc.

• Assists the Director of Advancement Services with prospect research.

• Builds trusting relationships with volunteers, donors, prospective donors, faculty, students and other constituents.

• Participates in Advancement events and school activities as needed.

• Assists with office organization and clerical work as needed.

The above essential functions are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all duties, responsibilities, and skills. Employees are expected to perform other job-related duties as assigned.  

MINIMUM EDUCATIONAL BACKGROUND DESIRED

• Associates Degree and minimum of 1-2 years equivalent experience required. Bachelors degree preferred. 

• Proficient with the Google Suite of products and Microsoft Word and Excel required.

PREVIOUS RELATED EXPERIENCE DESIRED

• Previous experience working in a development or communications role.

• Proficiency in Blackbaud Raiser's Edge NXT.

• Experience in educational advancement or nonprofit.

EXPECTATIONS / REQUIREMENTS FOR SUCCESSFUL PERFORMANCE

• Exceptional organizational skills and ability to handle numerous projects at the same time.

• Excellent written, oral, and interpersonal skills.

• Creativity and flexibility as needed. 

• Ability to collaborate with colleagues in department and across campus.

• Strong computer skills.   

• Ability to work with students, as well as volunteers, of all ages.   

• Must be able to work occasional evenings and weekends as warranted.  

• Must be a self-starter, team player, problem solver and able to maintain strict confidentiality standards. 

• Ability to function in an independent school atmosphere working with various school and volunteer groups.

• Regular attendance is required for successful completion of job duties.

WORKING CONDITIONS

• Advancement department hours are 8:00 to 4:30 with 30 minutes for lunch, however, the time required to perform this job may extend to hours outside department hours to include evenings and occasionally weekends.

• Primarily works indoors in standard office conditions and climate.

• Activities include walking, standing, bending, kneeling, lifting, finger dexterity, grasping, repetitive motions, talking, hearing and visual activity. The work is performed primarily indoors.

• Occasionally lift up to 30 pounds.

• Work in varied extreme outside weather conditions during special activities and fundraising events.

• Works in a stressful but supportive environment dealing with a wide variety of challenges, deadlines and a varied and diverse array of contacts.

• May work at a desk and computer for extended periods of time.

• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

• This position is not eligible for telecommuting, however, temporary telecommuting arrangements may be approved for circumstances such as inclement weather or special projects. These arrangements are approved on an as-needed basis only, with no expectation of ongoing continuance.