Advancement Operations Coordinator

Advancement Operations Coordinator

Washington School for Girls | SY 2026-27

12-Month, Full-Time, Non-Exempt Position

Position Summary

The Advancement Operations Coordinator is the operational hub of the WSG Advancement team, keeping data, systems, and communications infrastructure running with precision and consistency. Reporting to the Chief Advancement Officer, this role owns three interconnected domains: database management and frontline fundraiser support, gift processing quality assurance, and social media. The Advancement Operations Coordinator ensures that frontline fundraisers have the data, lists, and dashboards they need to work effectively; that WSG's social media presence is active and mission-forward; and that gift processing is accurate and audit-ready. This is the right role for a systems thinker who takes genuine pride in keeping a high-performing team running without friction.

Core Responsibilities

Database Management & Frontline Fundraiser Support

• Serve as the team's primary Raiser's Edge/RE NXT administrator, maintaining complete and accurate constituent records and serving as the internal resource for database questions, troubleshooting, and best practices
• Execute database clean-up processes on a monthly, quarterly, and annual basis including National Change of Address checks, bounced email resolution, duplicate record identification, and addressee and salutation audits
• Maintain and regularly update the RE Procedures Manual to reflect current team workflows
• Generate and segment mailing lists for all direct mail appeals, email campaigns, and solicitation efforts across the team
• Build and maintain portfolio dashboards in RE NXT that give each frontline fundraiser real-time visibility into their donor portfolios, including gift history, engagement metrics, and solicitation stage
• Produce regular reports on giving trends, campaign performance, and pipeline status for review by the CAO
• Support the Individual Giving Manager, Scholar's Circle Manager, and Grants Officer with ad hoc data pulls, prospect research queries, and moves management reporting
• Lead Raiser's Edge training and ongoing professional development for team members as needed

Gift Processing Quality Assurance

• Serve as the internal quality assurance contact for the gift processing consultant, reviewing weekly gift batches for accuracy, proper fund coding, and completeness before records are finalized
• Flag discrepancies to the Finance Department and gift processing consultant promptly; maintain a log of corrections and patterns
• Ensure gift acknowledgment letters are produced accurately and on schedule in coordination with the processing consultant

Social Media & Communications Support

• Manage WSG's day-to-day social media presence across active platforms, creating and scheduling content that reflects WSG's mission, student community, and asset-based narrative
• Maintain a content calendar in coordination with the Communications Director, ensuring consistent posting rhythm and alignment with school events and fundraising milestones

Administrative & Event Support

• Manage campaign and project tasks in Asana; maintain team-wide project tracking at the direction of the CAO
• Provide logistics support for broader advancement events including Scholars Circle, Development Committee, and CAO-directed cultivation events

Qualifications

• 3-5 years of experience in nonprofit development operations, database administration, or a closely related field
• Proficiency in Raiser's Edge or RE NXT required; demonstrated ability to serve as a team-level database resource and trainer, not just a user
• Demonstrated experience managing or contributing to organizational social media accounts, including content creation, scheduling, and analytics
• Strong data analysis and reporting skills; ability to build dashboards and segment lists that give frontline fundraisers actionable information
• Experience with project management tools (Asana preferred) and standard productivity software (Word, Excel, Google Workspace)
• Exceptional attention to detail and follow-through, particularly around data accuracy and deadline management
• Ability to manage multiple high-priority workstreams simultaneously with minimal supervision
• Self-starter with a proactive, solutions-oriented mindset

Education

Bachelor's degree preferred; a combination of relevant experience and a High School Diploma or equivalent will be considered.

Compensation

$58,000 to $65,000 annually, commensurate with experience. WSG offers a comprehensive benefits package including health, dental, and vision insurance, a 401(k) retirement savings plan, paid time off, personal days, and sick leave.

Supervisory Responsibilities

None

Accountable To

Chief Advancement Officer

Professional Competency

• Reflect and model WSG's values and mission as a Catholic school in all interactions with students, families, staff, and members of the public
• Follow the policies and procedures outlined in the WSG Personnel Handbook, including professional dress, timely reporting, and appropriate records management
• Demonstrate high standards of professionalism and ethics in all internal and external interactions

Washington School for Girls is an Equal Opportunity Employer committed to fostering an inclusive and diverse workplace. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected characteristic. Appropriate accommodations for individuals with disabilities are available upon request.

WSG offers a comprehensive benefits package including health, dental, and vision insurance, a 401(k) retirement savings plan, paid time off, personal days, and sick leave.