Advancement Program Coordinator

POSITION PURPOSE

Reporting to the Director of Development, the Advancement Program Coordinator will provide high-level operational, analytical, and project support for the major gifts team, playing a key role in developing efficient processes, strengthening fundraising operations, and enabling frontline fundraising success.

ESSENTIAL FUNCTIONS

• Coordinates and drafts concise briefing materials for the Head of School, Trustees, and other leadership volunteers to support individual donor visits. Coordinates complete briefing materials for Advancement and Alumni Relations travel with the Head of School, including events and related activities.
• Regularly compiles concise briefing materials for the Chief Advancement Officer, providing background information, including accurate lifetime giving information, recent contacts, and comprehensive engagement summaries, with attentiveness to how donors view the story of their own philanthropy.
• Collaborates with Advancement Communications to develop proposals and project descriptions, including both template language for general use by gift officers and customized materials tailored to specific solicitations.
• Partners with Prospect Research and the Director of Development to maintain and analyze donor prospect pools, produce portfolio and prospect reports, identify emerging prospects, and support data-informed fundraising strategy.
• Supports the Director of Development in managing the prospect pipeline by monitoring stage movement, ensuring timely updates by gift officers, compiling aggregate data, and preparing reports that inform fundraising strategy and portfolio management.
• Supports collaborative initiatives between Advancement and Admission through research, data management, communications, reporting, and project coordination.
• Drafts, coordinates, and tracks gift agreements, ensuring documentation is accurate, approvals are completed, pledge schedules are recorded appropriately, and executed agreements are maintained in accordance with institutional procedures.
• Manages the pledge reminder process by coordinating with gift officers, communicating with donors, ensuring timely follow-up, and maintaining accurate records.
• Develops reports and analyses using Advancement data to support portfolio management, prospect strategy, fundraising performance, and departmental decision-making.

Education

• Four years of related work experience and an Associate degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of education and experience.

Prior Experience

• Four or more years of relevant experience in various aspects of development or an equivalent combination of education and related experience.

Other Key Competencies

• Be committed to the mission and expectations of an inclusive, highly regarded boarding school that provides a transformative academic experience at the high school level.
• Exceptional verbal and written communication skills. Ability to communicate effectively with officers, faculty, administrators, volunteers, and donors. Ability to present complex information in a clear, concise, and compelling manner.
• High degree of organizational skill with the ability to manage multiple priorities while maintaining exceptional attention to detail and accuracy.
• Demonstrated ability to prioritize work, manage competing deadlines, exercise sound judgment, anticipate needs, and work independently in a fast-paced environment while maintaining strict confidentiality.
• Working knowledge of fundraising CRM systems and Microsoft Office Suite.
• Collaborative team player who values the contributions of others and maintains a positive outlook and growth mindset.
• Excellent analytical, creative problem-solving, and critical thinking skills. Demonstrates initiative, resilience, and an entrepreneurial approach to improving processes and addressing challenges.
• Demonstrated commitment to equity and inclusion and to serving the needs of a diverse community.

Working at Choate: Choate Rosemary Hall is a coeducational, independent secondary school located in central Connecticut with 850 boarding and day students and over 400 employees. Choate serves intellectually gifted and motivated students of diverse backgrounds from across the globe whose commitment to serious study is enhanced in an academically challenging and personally supportive setting.

Choate provides students with transformative and meaningful experiences that instill lifelong habits of learning, leadership, and service, shaped by innovative and passionate educators. Teaching faculty at Choate are innovative, collaborative, and committed to our students' intellectual, social, emotional, and character development. Our faculty understands that each of our students has the potential for growth and works to encourage students to develop their own ideas and voices in learner-centered environments.

For its students and employees alike, Choate strives to be a diverse and inclusive community where all feel valued and embraced. On our campus, principled individuals from diverse backgrounds are united through common purpose, active engagement, and mutual respect. We celebrate differences and the richness of our varied backgrounds and experiences. Recognizing that working in an inclusive community can also present challenges, we embrace those challenges through ongoing dialogue and interaction, enhancing empathy and appreciation for those whose perspectives differ from our own.

Choate prohibits in all its programs, including hiring and employment practices, discrimination against or harassment of any member or group based upon age, gender, race, color, national origin, ancestry, religion, marital status, sexual orientation, disability, genetic information, gender identity or expression, veteran status, or any other category protected by Connecticut or federal law, except in the case of a bona fide occupational qualification.