This is a full-time, non-exempt position within the Development department reporting to the Director of Advancement Services.
The Development Administrative Coordinator is responsible for data entry, quality control, and gift processing, and for providing administrative support to the Development Office and colleagues.
Improve the quality and effectiveness of Raiser's Edge and ensure the integrity of its data. Execute data entry projects accurately and in a timely manner. Run data quality reports as directed to ensure accuracy. Identify and recommend courses of action on data quality issues.
Create and update information, including but not limited to, gift recording, biographical recording, and document imaging. Add new constituent records to the database as needed, analyze information for appropriate coding, and populate all appropriate fields where information is available.
Monitor magazines and news sources for information regarding members of the Shipley community, and update constituent records in Raiser's Edge as needed for changes in address, marital status, death, job title, etc. Distribute constituent death notices and other key data updates to the Development Office and Head of School.
Interact with Development Office colleagues regarding the processing, reporting, and logging of gifts and event registrations. Following prescribed procedures, process gifts and pledges received by Shipley and post gift batches to the database daily. Reconcile gift batches with the Business Office.
Research and identify donors, donation designations, relationship record links, and solicitation codes while preparing gift batches. Record links may include but will not be limited to: spouses and other family members; other alumni and friends; corporations/foundations to employees/owners, etc. Research lost constituents and other missing information through a variety of paid and free resources, through campus partners and from constituents.
Organize and ensure timely filing of all gift paperwork.
Manage and execute the donor acknowledgment and notification process with accuracy and precision according to a set schedule. Assist in the development of acknowledgment letter templates.
Complete summer constituency change-over processes in coordination with the Director of Advancement Services.
Additional general responsibilities include
Provide as-needed administrative assistance for fundraising initiatives, including but not limited to generating pledge reminders, appeal letters, and more.
Provide assistance with other office mailings and projects as assigned.
Manage incoming and outgoing mail for the office, including postage, mail pick-up, and distribution.
Coordinate and organize the order and maintenance of Development Office supplies that support business services (e.g. copier toner) and stationery.
Answer general Development Office phone line and direct callers.
Provide back-up coverage for the reception of guests in Brownell House.
Provide coverage of the central school switchboard throughout the year as requested.
Other duties as requested.
The successful candidate must...
Develop an understanding of Shipley's history as well as familiarity with and endorsement of Shipley's mission, culture, and values
Exhibit personal and professional integrity as well as respect for the confidentiality of colleagues and constituents
Be self-motivated, flexible, and open to innovation
Strive for excellence in terms of quantity, quality, accuracy, and timeliness of work produced; possess strong skills in planning, prioritization, organization, multitasking, efficiency, and follow-through in the execution of responsibilities
Have excellent interpersonal, oral, and written communication skills
Value collegiality and teamwork
Have a growth mindset, including a commitment to professional development and self-improvement
Have a professional appearance and demeanor
Be very skillful in the use of technology: Raiser's Edge database, Microsoft Office (Outlook, Word, Excel, and PowerPoint), Microsoft Teams, Google Workspace
Be able to work occasional evenings and weekends
Shipley and Its Commitment to Equity
The Shipley School, founded in 1894, is a co-educational, college preparatory, independent day school currently enrolling approximately 800 students in grades Pre-K through 12. Located in the western suburbs of Philadelphia, the school is committed to educational excellence and dedicated to developing in each student a love of learning and compassionate participation in the world.
The Shipley School is committed to equal employment opportunities for all individuals. The school will make all employment decisions for employees and applicants without unlawful discrimination as to race, color, religion, sex, sexual orientation, national origin, citizenship, disability, pregnancy, age, marital status, military or veteran status, gender identity and expression, creed, genetic predisposition, victim of domestic violence or any other basis protected by law.
In addition to this position, Shipley seeks talented new colleagues across a host of full- and part-time positions ranging from teaching to coaching, to staff support. Go to shipleyschool.org/about/employment to learn more.
How to apply
Interested candidates should complete the online application. Cover letter and resume should be uploaded in the resume section of the application. Applications received missing supporting documents will receive less consideration. No phone calls, please.