Advancement Services Coordinator

Description

Advancement Services Coordinator  

Summary:  The Advancement Services Coordinator plays a key role in supporting the Foundation's advancement, stewardship, grantmaking, and constituent engagement efforts through exceptional service, relationship management, and operational excellence. Working closely with Foundation staff, the Board of Directors, Fund Advisors, donors, and community partners, this position helps strengthen existing relationships while identifying opportunities to deepen engagement and philanthropic impact.

The ideal candidate is a critical thinker with strong analytical, problem-solving, and organizational skills who thrives in a collaborative environment. This individual demonstrates a positive, can-do attitude, is adaptable to changing priorities, and approaches challenges with initiative and a solutions-oriented mindset. As a dependable team player, they support the Foundation's mission by providing outstanding service, maintaining a high level of accuracy and professionalism, and fostering confidence, trust, and meaningful connections with stakeholders and the broader community.

Responsibilities for this position include, but are not limited to, the following, in addition to other duties as assigned by the President & CEO and Director of Advancement.

Overall Expectations 

1. Have a strong understanding of the Foundation's fund types, grantmaking policies, and community foundation best practices.

2. Adhere to Foundation policies, internal controls, and established operational procedures.

3. Process new funds and maintain all related documents. 

4. Ensure compliance with fund agreements and accurately document updates or changes.

5. Maintain accurate and complete constituent, fund, gift, and grant records within the Foundation's CRM and electronic filing systems.

6. Ensure data integrity, reporting accuracy, workflow management, and effective use of the Foundations CRM to support and analyze fundraising, stewardship, and donor engagement efforts, as well as grantmaking and scholarship support.

7. Provide exceptional service to all constituents, including donors, fund advisors, board members, and other stakeholders, fostering positive relationships and trust in the Foundation.

8. Work closely with the Director of Advancement to implement and achieve the Foundation's annual advancement goals, strategies, and initiatives.

9. Support all Foundation staff with daily operations and be a collaborative partner in achieving the Foundation’s goals.

Grantmaking & Distribution

1. Respond to grant recommendations submitted by fund advisors.

2. Review grant recommendations to ensure compliance with Foundation policies, fund agreements, and grantmaking guidelines.

3. Coordinate the processing and distribution of approved grants in collaboration with Foundation staff and Board of Directors.

4. Prepare reports and analyze the grantmaking and scholarship activity, trends, and philanthropic impact for Foundation leadership and fund advisors.

Stewardship & Constituent Relations

1. Collaborate with Foundation staff to cultivate meaningful relationships with donors, fund advisors, and other constituents.

2. Coordinate donor recognition and stewardship activities that strengthen engagement and demonstrate philanthropic impact.

3. Support the communication of charitable giving opportunities and Foundation initiatives through print, digital, and personal outreach.

4. Assist in developing, documenting, and implementing CRM operations, procedures, and data-entry standards.

5. Provide advancement operations support through prospect tracking, portfolio management, pipeline reporting, stewardship tracking, and constituent analytics.

CRM Management, Data Integrity & Advancement Operations Support

1. Monitor and optimize workflows, constituent tracking, and record management processes to improve operational efficiency and user adoption.

2. Conduct regular database audits, record maintenance, and duplicate management to ensure data quality.

3. Identify opportunities to leverage CRM data, reporting, and technology solutions to strengthen donor stewardship, constituent engagement, and organizational effectiveness.

4. Create and maintain reports, dashboards, mailing lists, and data queries to support advancement, stewardship, grantmaking, and organizational decision-making.

Requirements

  Qualifications

1. Highly organized, with extreme attention to detail

2. Outstanding communication and interpersonal skills

3. Proficient typing and computer skills

4. Experienced in working within client relationship management databases, including running reports, campaigns, and mailing lists

5. Microsoft Office 365 experience, with a level of efficiency in spreadsheet management 

6. Able to manage multiple tasks simultaneously and can adapt to the increasing demands of a growing organization.

7. Values serving as a team member, collaborating with and supporting other staff, and working in a high-paced environment.

8. Experienced in providing a high level of customer service

9. Willingness to work some evenings and weekends

10. Is mission-driven and has Not-for-Profit experience

11. Bachelor’s degree preferred