Advancement Operations Associate
Job Details
Westminster Schools Inc - Atlanta, GA
Full-Time Staff
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 Development Operations Associate is responsible for the end-to-end facilitation of the gift process flow, ensuring that all gifts are properly recorded and acknowledged. Primary responsibilities include gift processing, generation of gift receipt and acknowledgement files, general donor correspondence, providing monthly reporting to the Business Office, and managing the matching gift process. This position will also conduct reconciliations of gifts received and provide back-up information as requested to a diverse set of stakeholders. Additionally, this position supports the teams database management activities, which include data cleanup tasks, the creation or updating of ad hoc and custom reports, the writing and updating of policies and procedures documentation, and database training of OIA staff. The position requires an advanced knowledge of 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 one who is extremely detail oriented and can comfortably and successfully manage several tasks simultaneously.

Supervisor: Director of Advancement Operations

Supervisory Responsibilities: None

Position Status: Salaried, non-exempt, full-time, regular, 12-month

Hours of Work: Monday through Friday; core hours are 8:00 a.m. to 4:30 p.m. Evening and weekend maybe work is required



  • Embraces the mission of and strategic priorities of The Westminster Schools.
  • Upholds and models the core values and operating principles of Westminsters Office for Institutional Advancement.
  • Working closely with the Advancement Operation Manager and Advancement Operations Coordinator, coordinates all gift processing activities for the Office for Institutional Advancement, including but not limited to:
    • Processing all checks, electronic funds transfers, credit cards, payroll deduction, recurring gifts and all other philanthropic donations to the School and accurately recording them in The Raiser's Edge;
    • Preparing gift batches for deposit with Business Office;
    • Recording all donor pledges;
    • Preparing and sending all 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 Westminsters Office for Institutional Advancement.
  • Images historical and current documents, to maintain and preserve archival information and maximize the utilization of the database for fundraising purposes.
  • Pulls and provides to the Donor Relations team the data needed for tribute (honor/memorial) letters to be sent and sends all soft credit/matching gift stewardship letters
  • Runs reports related to the processing of gifts and distributes them as required.
  • Provides monthly gift reconciliation reports to the Business Office.
  • Manages the matching gift process and serves as point of contact for matching gift companies.
  • 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 teams 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 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 the diverse backgrounds, values and points of view to build a strong and inclusive community of 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 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.



Any travel is primarily local during the regular business day. Overnight and out-of-area travel may be required.



Westminster is committed to the principle of equal opportunity in employment. It is Westminsters 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 Westminsters right to assign or reassign duties and responsibilities to this position at any time.

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