Advancement Operations Coordinator
Job Details
Westminster Schools Inc - Atlanta, GA
Full Time
Bachelor's Degree (4 year degree)
Business Development

Reporting to the Director of Advancement Operations and working closely with all members of the Advancement Operations team, the Advancement Operations Coordinator supports all aspects of the team's broad slate of activity. This includes assisting with: the gift process flow - from gift processing to receipt and acknowledgement to related ad hoc donor communications; the generation of daily, weekly, and monthly financial reporting for OIA and the Business Office; the teams ongoing data management and cleanup tasks and projects; the creation or updating of ad hoc and custom reports; the writing and updating of technical policies and procedures documentation; the fundraising database training of OIA staff. The position requires a facility for using computer software and related problem-solving skills, as well as the ability to interact confidently with Westminster volunteers and donors, all the while maintaining strict confidentiality of all donor information. The ideal candidate is detail-oriented and can comfortably and successfully manage several tasks simultaneously.

Supervisor: Director of Advancement Operations

Supervisory Responsibilities: None

Position Status: This position is a salaried, non-exempt, full-time, regular, 12-month position.

Hours of Work: Monday through Friday; core hours of 8:00 a.m. to 4:30 p.m. Occasional evening and/or weekend work is required.



  • Embraces the mission of and strategic priorities of The Westminster Schools.
  • Upholds and models the core values and operating principles of Westminster's Office for Institutional Advancement.
  • Works closely with the Advancement Operation Manager and Advancement Operations Associate, assists with gift processing activities for the Office for Institutional Advancement, including but not limited to:
    • Processes checks, electronic funds transfers, credit cards, payroll deduction, recurring gifts and other philanthropic donations to The School and accurately recording them in The Raiser's Edge.
    • Prepares gift batches for deposit with Business Office.
    • Records donor pledges.
    • Prepares and sends acknowledgments, receipts, pledge letters, and other correspondence related to gifts in timely fashion.
  • Embraces the mission of and strategic priorities of The Westminster Schools.
  • Upholds and models the core values and operating principles of Westminster's Office for Institutional Advancement.
  • Assists in the imaging of historical and current documents, to maintain and preserve archival information and maximize the utilization of the database for fundraising purposes.
  • Assists in the pulling and providing to the Donor Relations team the data needed for tribute (honor/memorial) letters to be sent and assists in the sending of soft credit/matching gift stewardship letters.
  • Assists in the running of reports related to the processing of gifts and distributes them as required.
  • Assists in facilitating the matching gift process for donors and OIA.
  • Updates gift records as needed when discrepancies are identified.
  • Updates biographical information in constituent records as changes come in through gift back-up documentation and other sources.
  • Participates in team data cleanup projects and tasks.
  • Helps draft and update policies and procedures documentation and trains staff accordingly.
  • Participates in Advancement Operations efforts to broaden the team's knowledge of all systems interacting or integrating with The Raisers Edge fundraising database in order to best technically support the other OIA teams.
  • Maintains and secures all data (electronic and paper-based) in accordance with the confidentiality standards required by School policy, applicable federal law, and Donor Bill of Rights.
  • Performs other duties as assigned.



  • Bachelor's degree required.
  • Very strong computer skills, including a high level of competency in Microsoft Office and relational databases; experience with Raiser's Edge preferred.
  • Experience working in complex environments while maintaining a high degree of organizational effectiveness, confidentiality, and attention to detail.
  • Self-starter with the ability to work independently and to take the initiative to meet deadlines in a time-sensitive and fluid environment.
  • Excellent oral, written, telephone, and e-mail communication skills; ability to communicate effectively with a wide variety of constituencies.
  • Demonstrated ability to work as an effective team member and manage multiple projects simultaneously.
  • Commitment to the mission of The Westminster Schools and willingness to serve as an ambassador for The School, both internally and externally.
  • Ability and willingness to support, respect and embrace diverse backgrounds, values, and points of view to build a strong and inclusive community including faculty, staff, students, and constituents.


While performing the duties of this position, the employee is required to sit; stand; walk; use hands to finger, handle and feel objects, tools, or controls; reach with hands and arms; balance; stoop, kneel, crouch and crawl; talk and hear; engage in moderately strenuous physical activity both indoors and outdoors. The employee may occasionally lift or move up to twenty (20) pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.


Westminster is committed to the principle of equal opportunity in employment. It is Westminster's policy to provide equal employment opportunities and administer terms and conditions of employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws. EOE/M/F/D/V.


Note: This position description has been designed to indicate the general nature and level of work to be performed by employees within this classification. This position description should not be interpreted as a comprehensive inventory of all duties and responsibilities required or assigned to an employee in this position. Nothing contained in this position description restricts Westminster's right to assign or reassign duties and responsibilities to this position at any time.

Please return to the Employment Opportunities webpage for a complete list of openings.