Job Details

The Advancement & Digital Operations Coordinator keeps the systems behind Chartwell's fundraising and
communications work running accurately and smoothly. This role owns donor database management and gift
processing (Virtuous), administers the school's digital platforms (Finalsite CMS, Vidigami, and the Chartwell mobile
app), and supports internal and external events— including communications, volunteer scheduling, and event
logistics — working as a team with the Director. At its core, this is a stewardship role: behind every database entry,
gift receipt, and event detail is a donor or family who deserves to be communicated with and genuinely appreciated.
This role works in close partnership with the Communications & Storytelling Manager, acting as the connective thread
between systems and story — helping keep both roles, and the department as a whole, aligned and on task.

Primary Responsibilities

Database & Gift Administration
• Manage CRM database entry, updates, and data integrity.
• Process gifts, pledges, and acknowledgements.
• Generate donor lists, reports, and segmentation queries.
• Maintain accurate constituent records and reporting systems.

Digital Platform Administration
• Serve as primary administrator for the Chartwell Mobile App: curate daily, weekly, and annual content; onboard
and train users; troubleshoot technical issues; manage user permissions; and lead an annual push to boost
adoption and engagement.
• Serve as a Finalsite CMS administrator, troubleshooting technical issues and updating web content as needed in
coordination with the Communications & Storytelling Manager.
• Administer Vidigami (photo organization and management), including annual trainings, technical
troubleshooting, content organization, and archival workflows.

• Administer the OneCause event platform for Thrive and Shine and the Community Breakfast, including
item/registration setup, tickets, guest and bidder data, and reporting.

Advancement & Event Operations
• Coordinate logistics for advancement events and donor events, including Thrive and Shine.
• Collaborate end-to-end logistics for Open House and other external facing events.
• Collaborate with advancement team on silent auction and raffle logistics for Thrive and Shine, including item
solicitation outreach, tracking, and day-of setup, in support of the Director's lead on major sponsorships and
top-level asks.
• Provide event materials support across advancement and admissions events, including banners and event set-
up materials.
• Manage RSVPs, registration systems, and attendee tracking; provide on-site, day-of event execution and
support.
• Coordinate vendors, supplies, and external partners for events.
• Help recruit, schedule, and coordinate volunteers for fundraising campaigns and events.

Stewardship & Engagement
• Support donor acknowledgement workflows and stewardship tracking.
• Assist with donor recognition lists and stewardship communications logistics.
• Support engagement efforts across parents, grandparents, and community stakeholders.

Communications & Production Support
• Coordinate mailing lists and print production logistics for advancement and marketing materials.
• Support scheduling and distribution of advancement communications.
• Assist with routine website and content updates.

Administrative Systems & Other
• Manage department credit card receipts and reconciliation, and process and track invoices for payment.
• Maintain advancement calendars, workflows, and tracking systems; support internal process documentation.
• Coordinate board meeting logistics, including scheduling, agenda and materials distribution, and room/tech
setup.
• Manage the online spirit store, including creating merchandise listings and tracking orders.
• Perform other duties as assigned by the Director of Communications and Advancement and Interim Head of
School.

Small-School Culture
Chartwell is a small, close-knit school. Every team member pitches in beyond their job description when needed —
from carline coverage to lending a hand where it's needed that day. Evening and weekend commitments are
infrequent, tied to a handful of major school events each year (the fall community breakfast, spring fundraiser, Thrive
and Shine, graduation, and similar all-school gatherings), but participation in those events is a genuine expectation of
the role.

Qualifications
• 1–3 years of experience in advancement operations, database administration, or a related coordination role;
preferably in an educational or non-profit setting.
• Experience with CRM/donor databases preferred; comfortable learning new platforms and systems quickly.
• Exceptional attention to detail and accuracy, especially with data and donor records.

• Strong organizational and project management skills; able to manage multiple priorities in a fast-paced
environment.
• Strong communication and interpersonal skills.
• Comfortable jumping into new or unexpected tasks, and energized by being part of a small, hands-on team.
• Ability to work evenings and weekends as needed for events.
• Comfortable working on-site in a school environment.

Compensation & Benefits
Pay range: $29.81–$35.10 per hour (approximately $62,000–$73,000 annually), depending on experience