Advancement Operations Specialist

ORGANIZATION:

Rainier Scholars is a comprehensive academic enrichment program that supports students of color over a 12-year journey – from 5th grade to college graduation. We seek to serve those who are most under-represented on college campuses and have the greatest number of barriers to achieving a college education: 85% qualify as low-income, 90% would be the first in their family to earn a college degree. Our program offers rigorous academics, leadership development and personalized support for scholars, providing access to educational pathways and myriad opportunities previously unimagined.

With a budget size of $10 million, a staff team of 50+ full-time employees and 675+ scholars and families whom we currently serve in Seattle and Tacoma, Rainier Scholars has established a positive brand for our unwavering commitment to education, proven success rate, and sustainable impact. We grow new generations of diverse college graduates, career professionals, and community leaders.

POSITION SUMMARY:

Reporting to the Director of Donor Relations as part of a supportive and mission-driven Advancement team, the Advancement Operations Specialist is responsible for organizing and managing essential functions of our Virtuous database, ensuring accurate gift entry, and supporting overall fundraising operations. This role is critical in maintaining the integrity of donor data, streamlining gift processing, and providing essential support of the Advancement team.

Key Duties & Responsibilities

Gift Processing & Financial Reconciliation (40%)

• Ensure accurate and timely processing of all financial gifts and pledges to Rainier Scholars by entering gift and constituent information into the donor database system and issuing donor acknowledgements.
• Track and follow-up on questions about funds received, ensuring every donation issue is resolved, accurately recorded, and acknowledged in a timely manner.
• Draft acknowledgment letter templates that reinforce Rainier Scholars’ mission, share gratitude, and provide appropriate tax information.
• Reconcile revenue figures with the finance department to ensure accurate management of data for contributed revenue.

Database Management & Reporting (30%)

• Generate established reports from Virtuous, the current donor database.
• Ensure the cleanliness of data by regularly updating constituent contact information and eliminating duplicate records.
• Conduct bulk uploads of actions and appeals within the database to ensure accurate and timely records.

Campaign & Event Support (20%)

• Coordinate bulk mailing logistics for fall and spring appeals.
• Coordinate attendee management logistics for the annual Luncheon.
• Develop and lead pre and post event gift processing with support from Advancement team members.
• Support additional campaign and event logistics as needed.

General Development Administration (10%)

• Coordinate team meeting logistics, such as room reservations and group scheduling.
• Conduct research to support advancement team members, including donor prospect and grant research.
• Ensure the Advancement team is equipped with essential tools by monitoring key application subscriptions and professional services, and maintaining inventory of letterhead, envelopes, and other collateral.
• Other duties as assigned.

This job description may change as our team continues to grow and evolve. We are seeking a candidate that is excited to evolve with us as we scale and increase our impact.

Required Skills

• Minimum 3-4 years of experience in a non-profit setting working with donor CRM systems.
• Ability to think and act strategically. Must be able to take initiative but willing to ask questions.
• Exceptional organizational skills with a strong attention to detail.
• Demonstrated writing skills, specifically for donor correspondence.
• Excellent formatting skills and thorough familiarity with Microsoft Word, Excel, and PowerPoint.
• Ability to work to reasonable deadlines and plan accordingly.
• Strong time management skills with the ability to prioritize numerous ongoing projects.
• Ability to maintain the confidentiality of privileged information.

Employment Policy

Our work is rooted in ensuring people from marginalized communities have the opportunity to thrive in education and careers that they are passionate about. Rainier Scholars is an Equal Opportunity Employer committed to promoting an equitable and inclusive environment for our scholars, families, and staff. We welcome applications from people of all backgrounds, and strongly encourage people of color, first generation college graduates, and people from working class backgrounds to apply.