Job Details

The Coordinator provides administrative assistance for the annual giving program with a key focus on alumni volunteers.  The Coordinator will support the Director and assistant/associate directors, including all activities involved with their administrative, prospect management, travel, and data needs, as required to achieve individual and team goals.

MINIMUM JOB QUALIFICATIONS: 

Bachelor’s degree. Three years experience working in a fast-paced institution/professional setting.  Experience in nonprofit fundraising preferred

ESSENTIAL FUNCTIONS/PRIMARY DUTIES AND RESPONSIBILITIES: 

Support administrative needs of the Director of Annual Giving and Assistant Directors on the annual giving team. This work includes preparing and distributing briefings and correspondence, reports, and other documentation as needed by the Directors.
Arrange appointments and meetings with staff, volunteers, and donors. Arrange travel, accommodations and prepare travel itineraries. Complete and submit expense reports for Director and Assistant Directors in conjunction with the Assistant to Parent Development and Annual Giving. 
Help plan, organize and coordinate events for specific groups of donors and volunteers; compile invitation lists and manage responses; interface with other departments for producing invitations and arranging catering needs.  Assist with post-event follow up.
Serve as the point person for the volunteer management system portal and corresponding information in the database of record, by providing training to new volunteers, ensuring all information is accurate, and updating volunteer templates.
5.   Manage several volunteer initiatives including the creation and distribution of monthly volunteer newsletters, organizing, and hosting volunteer webinars, preparing and sending volunteer welcome kits. Support fundraisers with the needs of select volunteer groups.
6.   Act as the first point of contact for all gift related inquiries by phone, including taking gift   information over the phone and will take the lead in responding to any gift inquiries via the Annual Giving email inbox in conjunction with the Assistant to Parent Development and Annual Giving
7. Assist with communications, mailings, research, data entry, filing, and other administrative projects. Maintain both electronic and paper records/files. Utilize donor database and enter information on behalf of the Directors as needed.
8.Participate in interdepartmental initiatives and projects as needed.  These could include keeping track of gift and stationery inventory, preparing daily reports for the team, expense reports, updates of the website, and prospect interactions
9.Partners closely with the Associate Director and Gift Services team to manage fundraising platform inquiries, giving receipts, and updating database information

 
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED: 

Excellent attention to detail, communication and organizational skills, as well as proficient computer and database skills.  Self-motivation with the ability to prioritize, take initiative and work independently with minimal supervision is critical.  Proficiency in excel, access, word and other computer programs.
Ability to collaborate with immediate team and OAR colleagues. Delegate and manage multiple time-sensitive tasks with little supervision.  Respect the confidential nature of the work.  Strong commitment to customer service. Keen attention to detail in writing and database management.  Commitment and ability to articulate the mission of Phillips Academy. 
Ability to build and maintain a positive work environment by collaborating and partnering with colleagues in Annual Giving, OAR, and through the campus.  Occasional evening and weekend work may be required to meet deadlines as well as to collaborate with OAR colleagues to serve our campus, alumni, and parent constituencies.

Phillips Academy requires that all faculty, staff, and administrators, subject to disability and religious accommodation exceptions under federal and state law, be up to date with their COVID vaccination, which includes any boosters that have been added to meet the CDC definition of up to date which now includes the new bivalent booster.

Phillips Academy is an equal opportunity employer. Phillips Academy is an intentionally diverse and inclusive residential community “committed to creating an equitable and inclusive school in which students from diverse backgrounds, cultures, and experiences—including race, ethnicity, nationality, gender, socioeconomic class, sexual orientation, gender identity, religion, and ability—learn and grow together.” The ideal candidate supports the inclusive and diverse nature of the community. Any offers of employment will be contingent upon successful CORI/SORI and fingerprinting background checks as well as unrestricted authorization to work in the United States.