Office Project Coordinator

Overview

Mission: Saint Ursula Academy is a vibrant educational community founded on the strength of our Catholic faith and Ursuline values. Saint Ursula Academy promotes academic excellence and fosters a welcoming, respectful, and diverse community. Saint Ursula Academy graduates women filled with faith, integrity, and courage, ready to make a positive impact in the world.

The Office Project Coordinator is a vital member of the advancement team responsible for maintaining and organizing constituent information in the donor database, including ensuring the integrity of financial and constituent data. This position will also assist the team with evaluating and identifying prospects for the school’s fundraising efforts. This position also works closely with the Business Office to ensure donor restrictions are properly recorded and maintained.

• Supports, promotes and models the mission, vision and core Ursuline values of Saint Ursula Academy.
• Works cooperatively with the Vice President of Advancement, other personnel and departments to ensure a welcoming environment for students, parents and visitors to the school.
• Manages the data entry and processing of all pledges, gifts, and contributions coming from multiple sources including checks (mail), credit cards (online), gifts-in-kind, and stocks/wire transfer, including scanning all backup/ancillary materials and linking to appropriate records.
• Manages the gift acknowledgment process for all monetary and in-kind donations, ensuring that each donor is recognized in a thoughtful, personalized, and timely manner commensurate to their gift level and frequency.
• Creates and executes ad hoc requests for reports, queries, and exports with the goal of being proactive and supporting colleagues on special fundraising projects, everyday activities, general list pulls for special events, mailings, cultivation events and donor visits.
• Works with the VP of Advancement to create customized "impact reports" to donors detailing the impact of their philanthropy.
• Oversees the production of the Annual Report.
• Research, analyze and rate donor prospects to create a pool of likely individual donors for major gifts, annual gifts and planned gifts.
• Provides monthly reconciled gift reports to the Business Office.
• Create a monthly Advancement Dashboard.
• Manages systems to track donations and pledge payments for Capital Campaign, Annual Fund, Endowment, Scholarships, and in-kind donations, including generating pledge reminders, aging report on pledges and cash flow reports.
• Responsible for database clean-up and maintenance, including the elimination of duplicate accounts and establishment of new constituent records.
• Research best practices for data integrity practices and proactively communicate to advancement staff opportunities to enhance our donor record information.
• Provides administrative support for all members of the Advancement Department.
• Performs other duties as assigned.

• High school diploma, or equivalent, is required.
• Two to five years experience in database management, including data entry, building queries, creating and generating reports from a relational database is required.
• Bachelor's Degree and prior work in the Advancement field is preferred.

• Proficient in Google, Microsoft Office Software products, and with the ability to become proficient in donor management and other fundraising software tools, such as Bloomerang CRM, Bloomerang Fundraising, Givebutter and One Cause fundraising platforms.
• Active listener with excellent interpersonal, oral and written communication skills with the ability to work with both technical and non-technical users.
• Strong analytical and problem-solving skills.
• Ability to take initiative and work independently.
• Must be able to consistently present a positive attitude and contribute to a harmonious team environment.
• Able to prioritize work daily in order to meet critical deadlines.
• Must be trustworthy with knowledge of confidential business data.
• Able to work in a demanding office environment, requiring high levels of concentration while inputting, checking and making calculations.
• Must be able to accommodate a flexible work schedule. Some evening and weekend work required.