Position Title : Institutional Advancement Coordinator
Department: Institutional Advancement
Direct Supervisor: VP of Institutional Advancement and Development
The Institutional Advancement Coordinator is responsible for data management and event coordination supporting the VFMAC Institutional Advancement Office.
Planning and coordinating events such as but not limited to: Parents Recognition Weekend, Society of the Golden Sword events, Women’s Symposium, golf outing and Forge Family gatherings
Work with Director of Marketing and Communication to promote events (i.e., invitation design and event promotion via email, social media and website)
Work collaboratively with departments and outside vendors to ensure successful events
Manage event budget; and secure gifts-in-kind and sponsorships
Responsible for event clean up, follow up and thank you notes
Serve as a visible and accessible representative for parent relations (Forge Family)
Assist with mailed solicitations; generate mailing lists, create mailing labels, assist in preparing mailing and maintaining correct and accurate addresses in database
Responsible for maintaining an accurate donor list for Honor Roll of Donors and Recognition Boards
Timely and accurate processing of gift receipts/acknowledgements (including gifts made in honor of or in memory of)
Responsible for regular gift reconciliation with Business Office (weekly, monthly and at year-end)
Routine accurate data entry
Donations (including pledges and in-kind gifts) noting donor interests (i.e., band, scholarship, D Troop, Chapel)
Donor demographics database updates; such as but not limited to recording TAPs, relationship record management (i.e., link parent to cadet, link siblings), address updates, cadet transfer, withdraw and matriculation (note new school), annual updates (i.e., graduate cadet updated to alumni, current parent to alum parent –also update record of parent of a withdrawn cadet), trustee status (former vs. current)
Annual entry of new cadet and family demographics; including scanned photo, cadet company (i.e., E Battery, D Troop), leadership rank, athletics, college major
Monitor online giving, credit card processing and recurring gifts
Generate fundraising reports and queries on an ad-hoc and routine basis
Regular progress monitoring various reports, such as: monthly dashboard statistics; number of monthly contacts, percentage to goal, gift pyramid metrics, number of new donors, renewal rate, year-to-year comparisons (including percentage to goal and donor retention rate), lapsed donors, planned giving prospects
Produce reports on specific initiatives
Assist in prospect research and create prospect lists
Define and implement data entry guidelines to ensure data quality and consistency
Work with Blackbaud to ensure contract renewal, database maintenance and eTapestry updates
Education: Bachelors Degree in Marketing and/or Communications preferred.
2+ years of experience working directly in Institutional Advancement in an education setting
2+ years of experience in large event coordination
Database management or donor software experience; ideally Blackbaud or eTapestry
Must have exceptional interpersonal, communication, and organizational skills.
Accountability/Dependability: Accepts responsibility for quality of work; acknowledges and corrects mistakes. Shows up on time, meets or exceeds standards, deadlines and work schedules. Some weekend and evening work required for events.
Judgement: Makes timely, informed decisions. Analyzes options and determines appropriate course of action.
Teamwork: Promotes cooperation and mutual support to achieve goals. Encourages participation and mutual support.
Adaptability/Flexibility: Responds positively to changing business needs and responsibilities. Adapts approach and methods to achieve results; recovers quickly from setbacks and finds alternatives.
Commitment to Diversity: Recognizes the value of diversity and helps create environment that supports and embraces diversity.
About Valley Forge Military Academy & College
Founded in 1928, Valley Forge located in Wayne, Pennsylvania features a rigorous academic college-preparatory boarding school. Valley Forge provides students with an educational experience built on five cornerstones. A Valley Forge education is rooted in quality academic programs and supported by leadership responsibilities, character development, personal motivation, and strong athletic and extracurricular opportunities. Our mission is to educate cadets, within an academic and military environment to be fully prepared for their responsibilities as citizen leaders who are mentally alert, sound in body, considerate of others and possessed of the highest sense of duty, honor, loyalty and courage; and to foster the love of God and country, high moral standards and strong character traits that will make all a credit to themselves, their families, their alma mater, their country, and their God. www.VFMAC.edu