Advancement Services Coordinator

Hammond School•Columbia, SC

About The Position

The Advancement Services Coordinator is a key member of Hammond School's Advancement team and serves as the primary steward of advancement data, gift processing, donor acknowledgments, and administrative operations. This full-time, non-exempt position ensures the accuracy and integrity of constituent records, facilitates timely gift entry and reporting, and provides research and logistical support for fundraising, stewardship, alumni engagement, and special events. The role calls for a highly organized, detail-oriented, collaborative professional committed to donor confidentiality, customer service, and professionalism. The coordinator reports to the Director of Institutional Advancement and works closely with members of the Advancement and Business Office teams. The position manages the Advancement database and gift-processing workflows; processes charitable gifts and donor acknowledgments; prepares reports, pledge reminders, and deposits; conducts prospect research; and provides logistical and administrative support for Advancement events and initiatives. Occasional evenings and weekends are required in support of events and school activities.

Requirements

Bachelor's degree and a minimum of three years of relevant experience in advancement, nonprofit management, higher education, independent schools, business operations, or administrative services; equivalent combinations of education and experience may be considered.
Strong organizational skills and exceptional attention to detail and accuracy.
Demonstrated ability to manage multiple projects and deadlines simultaneously.
Excellent written and verbal communication skills.
Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive donor information.
Collaborative, customer-service-oriented approach and ability to work effectively across departments.
Proficiency in Microsoft Office Suite and database reporting tools.
Availability for occasional evenings and weekends in support of Advancement events and school activities.

Nice To Haves

Experience with Blackbaud Raiser's Edge NXT or a comparable constituent relationship management (CRM) database.

Responsibilities

Manage and maintain the Advancement database, including timely and accurate entry of constituent information, gifts, pledges, and biographical updates.
Serve as the primary administrator for donor records and gift-processing workflows.
Run queries, reports, mailing lists, and data exports to support fundraising, stewardship, communications, and events.
Maintain data integrity through audits, record updates, and adherence to advancement services best practices.
Manage Advancement data reporting and support other reporting needs as assigned.
Process and record charitable gifts, including annual fund, capital and endowment, matching, memorial and honorary, planned, stock-transfer, and recurring gifts.
Coordinate gift acknowledgments so donors receive timely and accurate receipts and thank-you letters.
Prepare pledge reminders and manage recurring payment schedules, including electronic fund transfers and payroll deductions.
Reconcile gift records with the Business Office and prepare regular gift reports and deposits.
Ensure gift processing complies with donor intent, confidentiality standards, and institutional policies.
Conduct prospect research and prepare donor profiles, giving histories, and background information for cultivation, solicitation, and stewardship.
Provide research support to the Director of Institutional Advancement and Director of Annual Giving & Stewardship.
Assist with donor segmentation, prospect identification, and fundraising analysis.
Coordinate event logistics, including invitation lists, RSVP management, nametags, attendance tracking, check-in, and event setup and breakdown.
Support school events such as Grandparents Day, the Hammond Invitational Golf Tournament, donor recognition events, alumni gatherings, and campaign-related activities.
Assist with mailings, donor recognition projects, and stewardship initiatives.
Serve as a professional point of contact for donors, alumni, parents, volunteers, and other members of the Hammond community.
Provide administrative and operational support to the Advancement team as needed.