Posted: 09-Jul-25
Location: Palos Verdes Peninsula, California
Type: Full Time
Salary: Hourly $32.00 - $35.00
Categories:
Salary Details:
Preferred Education:
Please apply online at chadwickschool.org. Please click on the menu in the top right-hand corner, then click on employment.
CHADWICK SCHOOL
FULL-TIME ADVANCEMENT ASSOCIATE and STEWARDSHIP COORDINATOR
SUMMARY:
Assigned to the Advancement Office, The Advancement Associate and Stewardship Coordinator reports to the Director of Development for Annual Giving and is responsible for the management of the departmental digital records system (Veracross), gift entry and acknowledgement, retrieval of reports, mailing lists and donor recognition lists. This position plays a crucial role in the Advancement Office's daily operations, providing general office oversight, administrative and event support for fund-raising and alumni relations staff and activities.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Organize, process, and acknowledge gifts and pledges
- Gift entry into Veracross
- Draft special correspondence and acknowledgment letters.
- Process online credit card transactions including single, recurring and/or monthly donations
- Work with GiveCampus platform to process gifts and import from GiveCampus into Veracross
- Process monthly payroll transactions
- Cross-train on reconciliation with the business office
- Prepare and send pledge reminders
Database support
- Provide system support to the annual giving, alumni relations, communications, and major gift officer by generating phonathon forms, database segmentation, giving/donor reports, mail merges, directory, and annual report listings.
Database updates
- Complete regular address updates and AlumniFinder searches
- With input and approval from Alumni Director and/or Director of Development, prepare annual letters to:
- "did not graduates" inviting them to be included as alumni
- college address requests
- annual grandparent address requests
- “welcome back" letter to "lost, now found" alumni
- Maintain and update constituent records in the database
- Manage NCOA address updates and screenings and imports.
Database management
- Maintain the structure of the database including setting up and maintaining business rules, system security, funds, campaigns, data entry procedures, tables, attributes, appeals, and actions. Implement best practices for gift entry and acknowledgment letters, bio, and relationship records.
- Develop and maintain database/systems expertise, train staff, assist with new and/or complex database features, and supervise any software conversion process or changes.
- Maintain and update all aspects of the database including global changes, complex exporting and importing procedures, and streamlining database and word processing systems.
Reporting and Reconciliation
- Provide regular and as-needed financial, statistical, and analytical reports to staff and volunteers.
- Act as liaison for all financial reports including the cash receipts journal, tracking of gift income, pledge status, and year-end financial reports.
- Serve as the Development Department liaison providing requested documentation during the Annual Internal Audit
- Assist with Benchmark reports for the Development Office.
Provide general office oversight and support including:
- Reception, answering calls, and taking messages
- Inventory and ordering of office supplies, equipment, etc.
- Assist with large mailings, mail merges, and mailing volunteers
- Mail house coordination including pickup/drop off of materials, postage requests
Provide general support for fund-raising and alumni relations staff and activities
- Assistance with scheduling and preparation for appointments with prospects including correspondence to set up meetings, preparing materials and proposals, follow-up correspondence
- Prepare and submit expense reimbursement reports
- Assist with stewardship reports including data gathering and drafting reports
- Clerical support
Administrative and Event Support
- Provide administrative support for the Advancement Coordinating Committee including scheduling, room reservations, meeting notices, refreshment ordering, and consent agenda preparation.
- Provides administrative support for Advancement staff meetings including scheduling, room reservations and meeting notices.
- Provides general office oversight and support for all development and alumni functions, including:
o Annual Fund
o Events
- Staffing
- Name badges
- Tracking RSVPs
- Proofing of event materials and more
- Understand front-line fundraising needs and proactively propose options that will assist staff in achieving their goals.
Maintain positive and supportive communications and relationships with all faculty, staff and volunteers.
Perform and Complete other duties as assigned.
QUALIFICATIONS:
- Bachelor’s degree preferred
- 3 years previous experience with Veracross fundraising module is strongly preferred
- Strong understanding and experience with gift entry, querying and reporting
- High proficiency in Microsoft Office, especially word processing, mail merges and Excel
- Knowledge of relevant tax regulations and reporting procedures for non-profits
- Strong organizational and analytical skills, ability to prioritize multiple tasks
- Ability to work effectively with teams, attend events, and engage with school events and activities
- Unwavering commitment to donor confidentiality
- Ability to work under pressure and meet deadlines
- Superior communication skills (written and oral) to convey important information to internal and external stakeholders
- Ability to work a flexible schedule, including occasional evening and weekends
Compensation - $32.00 - $35.00 – Based on qualifications and experience.
Work Environment and Physical Requirement
- Required to lift and carry up to a maximum of 25 lbs., in a correct manner consistent with the appropriate training provided by the School.
- Occasionally required to use hand to handle or feel objects, touch and use tools, reach with hands and arms, climb stairs, bend, stoop, twist, lift, reach, push, pull, grasp, balance, kneel, crouch, crawl, talk, hear, and walk during the course of employment.
- Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and an ability to adjust focus.
- May use telephone, computer, copier, and other office equipment in the course of a day.
- May be required to sit while operating word processing equipment for approximately 4-8 hours daily, repetitive motion for typing and other keystroke needs.
Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing this job, the employee is exposed to weather conditions prevalent at the time. This may include warm, hot, or cold temperatures. The noise level in the work environment is moderate.
CLEARANCES
Required Assessments: TB Clearances: Livescan Background check
Note: The job description is not designed to cover or contain a comprehensive listing of activities, duties and responsibilities that are required of the position.