Advancement Operations Coordinator

Westtown School seeks a skilled and detail-oriented Advancement Operations Coordinator to join our Advancement team. Reporting to the Director of Advancement Operations, the Coordinator plays a key role in supporting the efficiency and accuracy of the Advancement Office. The position is responsible for daily gift processing and database management, and provides essential support to Advancement colleagues with event coordination, reporting, mailings, and general administrative tasks. This role is central to maintaining data integrity, ensuring timely and accurate gift processing, and supporting the smooth execution of the school’s fundraising and engagement efforts.

Westtown School is an independent Quaker, Pre-K–12 day and boarding school located on a 600-acre campus in West Chester, PA, approximately 30 miles west of Philadelphia. Guided by Quaker values, Westtown School inspires and prepares our students to become stewards and leaders of a better world.

Essential Responsibilities

Gift Processing and Data Management

• Process daily gifts and prepare associated reports for all giving channels (online, mail, wire transfer, securities, and phone)
• Serve as a primary resource for database accuracy, maintenance, and best practices
• Conduct accurate individual and mass updates to constituent records in Raiser’s Edge
• Prepare and distribute gift receipts and quarterly pledge reminders
• Perform gift reconciliation in collaboration with the Finance Office
• Provide donor support related to gift processing and contribution inquiries
• Maintain confidentiality and uphold data security standards at all times.
  
  

Advancement Operations

• Assist the Director of Advancement Operations in generating reports, mailing lists, email lists, and in-house mailings
• Adhere to and refine current internal procedures and workflows to ensure efficient operations, identifying potential improvements to systems and processes
• Manage Almabase event registration software and collaborate with colleagues to ensure the timely processing of event registrations and data tracking
• Provide logistical and day-of support for Advancement-related events
• Build and sustain positive relationships with a wide range of constituents, offering support for advancement and general information requests
• Assist with onboarding and training of new Advancement staff
• Perform other duties as assigned.

Qualifications

• Bachelor’s degree and a minimum of 2 years of administrative or operational office experience preferred
• Experience with a relational database required; Raiser’s Edge strongly preferred;
• Strong technical aptitude and enthusiasm for learning new systems and tools 
• Ability to understand and closely uphold internal workflows and systems with an eye for adapting them when relevant
• Excellent written and verbal communication skills
• Experience engaging with a diverse community
• Exceptional organizational skills and accuracy in data entry, gift processing, and records management
• Proven ability to manage time, prioritize tasks, and meet deadlines
• Proficiency with the Microsoft Office Suite (especially Excel), Google Suite, and proven ability to learn new technology
• Experience in maintaining the confidentiality of sensitive information
• Enthusiasm for the mission of Westtown School and the school's Quaker values.

For additional information about Westtown School and to explore current career opportunities, please visit our website westtown.edu/careers. To apply, please submit a resume, cover letter, and three professional references via the specific job posting on our staff employment portal.