Advancement Associate - Project Coordinator

Covenant Christian High School•Indianapolis, IN

10d•Onsite

About The Position

The Advancement Associate — Project Coordinator is the organizational backbone of the Advancement team. This role owns cohesion across three named primary projects: Advancement Director's Schedule and Calendar Coordination, Advancement Event Planning & Execution, and Advancement Major Initiatives Coordination. The Coordinator is not responsible for doing everything within each project. The role is responsible for making sure everything gets done — on time, with the right people involved, with problems surfaced early and outcomes reported clearly. This is a full-time position reporting to the Director of Advancement. The right person for this role thinks ahead. He/She anticipates what is needed before being asked. He/She brings structure to moving parts, builds repeatable systems for recurring work, and communicates status clearly to the Director and the team. He/She offers effective solutions for how to do things better and sets appropriate limits.

Requirements

Exceptional organizational skills with strong attention to detail and a bias toward follow-through.
Ability to manage multiple concurrent projects without losing sight of priorities or deadlines.
A natural instinct to think ahead — anticipating needs, surfacing problems early, and proposing solutions.
Strong written and verbal communication skills; able to draft professional correspondence on behalf of leadership.
Relational warmth and credibility across a wide range of constituents — donors, staff, vendors, and volunteers.
Comfort working in a dynamic, fast-moving environment where priorities can shift.
Genuine alignment with the mission and values of Covenant Christian High School.
Proficiency in or willingness to learn Blackbaud Raiser's Edge NXT

Responsibilities

Maintain and manage an active contact list of individuals the Director intends to meet with, organized by relationship stage and priority.
Draft and send outreach emails on behalf of the Director — customized by relationship type — to schedule meetings and follow up with prospects.
Manage the Director's calendar to protect meeting capacity, ensure adequate prep time before major engagements, and flag weeks where volume is unsustainable.
Log meeting notes, contact updates, and relationship activity in Blackbaud Raiser's Edge NXT, keeping records current and accessible.
Produce regular reports from RE-NXT that give the Director visibility into relationship activity, pipeline status, and follow-up needs.
Coordinate follow-up actions that arise from donor conversations — connecting the right people, scheduling next steps, tracking through to completion.
Flag calendar conflicts, missed follow-ups, or relationship gaps before they become problems.
Serve as the primary point of contact and coordination lead for all advancement events — managing logistics, timelines, vendors, volunteers, and internal stakeholders.
Build and maintain standardized event playbooks for recurring events, so each iteration benefits from what was learned in the last.
Track registrations, communications, and follow-up activity before and after each event.
Coordinate with Admissions, Finance, School Leadership, and external partners as needed to resource each event appropriately.
Report event outcomes — attendance, engagement, giving activity, feedback — in a consistent format that supports year-over-year comparison.
Surface problems or resource gaps early so leadership can respond before deadlines are missed.
Bring ideas for improving event quality, increasing engagement, and reducing friction in the planning process.
Maintain a clear picture of all active major initiatives — timelines, owners, deliverables, and current status.
Coordinate across team members and external partners (consultants, designers, vendors) to keep initiatives on track.
Produce regular status reports that give the Director and leadership team visibility into where things stand and what needs attention.
Document workflows and decisions so institutional knowledge is preserved and repeatable.
Anticipate downstream needs — materials, approvals, data, or communication — before they become bottlenecks.
Flag risks, delays, or dependencies that could affect outcomes, and bring a proposed path forward when surfacing problems.
Support the Director in preparing for major conversations, presentations, and proposals by organizing background materials and ensuring nothing falls through the cracks.