Advancement Operations Coordinator

The Advancement Operations Coordinator is the operational hub of the WSG Advancement team, keeping data, systems, and community relationships running with precision and warmth. Reporting to the Chief Advancement Officer, this role sits at the intersection of database management, frontline fundraiser support, social media, and community engagement. The Advancement Operations Coordinator ensures that frontline fundraisers have the data, lists, and dashboards they need to do their jobs effectively; that WSG's social media presence is active and mission-forward; and that the Auxiliary Board is well-supported as it plans and executes its two signature annual events. This is the right role for someone who is equally comfortable in a spreadsheet and a room full of community partners — a systems thinker who also genuinely enjoys people.

Database Management & Frontline Fundraiser Support

• Serve as the team's primary Raiser's Edge 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 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 and Senior Philanthropy 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 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
• Collaborate with the Communications Director and frontline fundraisers to develop social media content that supports appeals, campaigns, and donor cultivation
• Monitor social media engagement, track performance metrics, and provide regular analytics reports to the Communications Director and CAO
• Maintain a content calendar in coordination with the Communications Director, ensuring consistent posting rhythm and alignment with school events and fundraising milestones

Auxiliary Board Partnership

• Serve as the primary staff liaison to the WSG Auxiliary Board, attending monthly meetings, preparing agendas and supporting materials, and maintaining consistent communication between board members and the Advancement team
• Partner with Auxiliary Board leadership to develop and execute the vision for their two signature annual fundraising events and Career Day, providing strategic guidance and hands-on logistical support while preserving board ownership of the work
• Manage all event logistics for Auxiliary Board events, including venue coordination, catering, vendor management, RSVP tracking, attendee communications, volunteer coordination, and day-of execution
• Support Auxiliary Board members in their individual fundraising and cultivation activities; assist with onboarding new members and orienting them to WSG's development priorities
• Track and report on Auxiliary Board fundraising outcomes; maintain complete records of board engagement in Raiser's Edge

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
• Manage the Advancement team's supplies and inventory

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.