The advancement services coordinator is an integral member of the advancement services team and is the primary person responsible for Raiser’s Edge queries and reports to support the school’s fundraising efforts. In addition, the advancement services coordinator works closely with 10 departmental colleagues, as well as other internal and external stakeholders, and provides specific assistance to the director of advancement. The advancement services coordinator is placed at the front of the office and acts as first point of call for incoming queries, liaising closely with employees, parents, ASL alumni, major donors, and the senior leadership team.
Summary of major responsibilities:
Database & information management:
- Prepare queries, reports and statistics to support the fundraising efforts, including monthly fundraising status reports;
- Undertake research of current constituents to help identify prospects for volunteering, fundraising and communication purposes;
- Help prepare donor lists for online and print publications;
- Help prepare personalized fundraising appeals and manage mailings;
- Track all incoming donations;
- Run email and mailing lists, including email lists for appeals and email communications, and mailing labels for invitations, mail appeals and print publications;
- Provide data entry support to the team;
- Develop and maintain a good working knowledge of the advancement office database and keep up-to-date on office procedures.
- Provide administrative support for events, including preparing mail and email lists, producing nametags, recording RSVPs, providing guest lists and profiles, providing post-event analysis and host recognition gifts.
- Assist with donor acknowledgements, including weekly reports for Head of School;
- Assist with donor and volunteer recognition.
- Submit quarterly Gift Aid claims;
- Help prepare donor reports for auditors;
- Assist with office budget management by processing invoices, and managing and filing purchase orders;
- Assisting members of the team with receipts, credit card statements and expense claims.
Administrative and general office:
- Provide administrative support to DoA, including calendar management, travel arrangements, preparation and follow up of meetings and events;
- Assist with office meetings, including scheduling, preparation of meeting materials, PowerPoint presentations, catering, meeting notes, and for overseas events, travel and lodging;
- Provide administrative support to members of the team, including canvasser and fundraising proposals packets;
- Maintain the advancement office calendar;
- Update department members’ annual leave and sick day records;
- Serve as office receptionist;
- Manage office stationery supplies;
- Ensure office is organized and orderly.
- Provide a consistently excellent level of support to both internal and external constituents;
- Develop and maintain good relationships with members of the ASL community to advance the mission of the advancement office and ASL.
Essential qualifications / experience
- Extensive demonstrable experience of working in a busy office environment, in a customer facing capacity
- Knowledge of Microsoft Word and Excel
- Highly organized and detail oriented
- Proven effective communicator both oral and written
- Experience using Raiser’s Edge or other relationship management database
- Experience in an independent school or non-profit setting
- Knowledge and understanding of international school communities
This position description is current at the date shown but following consultation may be changed to reflect or anticipate changes in the role that are commensurate with the job title and salary.
The American School in London is committed to safeguarding and promoting the welfare of children and young people and expects all employees and volunteers to share this commitment. All new appointments will be subject to appropriate checks: Disclosure and Barring Service (DBS enhanced), Disqualification by Association Self-Declaration, Declaration of Criminal Record, checks against the Prohibition List (Teacher Status Checks) including Identity, Address, Date of Birth, a Full Employment History, Right to Work in the UK, overseas checks where applicable, EEA checks, at least 2 references (one with current or most recent employer, where appropriate) and original documentation of Qualifications (where appropriate). For positions into Senior Management a Prohibition From Management Check (s128 Directive) will also be undertaken.
Diversity and equality of opportunity are cornerstone values of The American School in London.