Job Description

Title: Advancement Associate

Department: Advancement

Supervised By: Associate Director of Advancement Services & Prospect Research

Supervises: Volunteers

FLSA Status: Exempt

Salary Range: $68,640 - $75,000 annually

Oakwood School is a K-12 coeducational day school in North Hollywood, California, that opened its doors in 1951. The school has remained faithful to its original mission ever since: to create a diverse educational environment where young people are partners with the adults who teach them and learn from them; where the best means of preparing students for the future is to immerse them in the present; where a healthy learning environment requires joy and humor as well as rigorous intensity; and where students’ intellectual and aesthetic depth – along with their capacity for empathy and moral courage – emerge out of authentic engagement with their teachers, one another, and the world around them.

DESCRIPTION

Working closely with the Associate Director of Advancement Services & Prospect Research, the Director of Advancement, and the broader Advancement team, the Advancement Manager manages key functions in support of Oakwood’s mission-aligned fundraising and community engagement goals. This position ensures strategic execution of constituent relations and engagement, accurate data entry and management, and provides leadership in operational and logistical support for all advancement programming.

REQUIREMENTS

• Bachelor’s degree or equivalent experience in a related field.
• Outstanding oral and written communication skills; ability to project a friendly, professional, and constituent-centered demeanor at all times.
• 3-5 years of hands-on database experience required; knowledge of Raiser’s Edge a plus but not a must.
• Highly organized and impeccably detail-oriented, with the ability to effectively manage deadlines and multiple tasks. Significant project-management experience a plus.
• Working knowledge of Google’s G Suite and Microsoft Office products required, including mail merge experience, working knowledge of Adobe Creative Cloud products a plus.
• Familiarity with social media platforms (Facebook, Twitter, Instagram, LinkedIn) a must; experience with HTML, CSS, or web publishing platforms a plus.
• Experience with or interest in independent schools and philanthropy.
• Track record of confidentiality and discretion.
• Strong interpersonal and intrapersonal skills. Must be an active listener and open-minded collaborator. Ability to work as a member of a team, as well as aptitude for self-directed, independent work.
• Must possess a growth mindset and a nimble and flexible attitude.
• Availability for occasional evening and weekend work.
• Availability to regularly work early mornings, evenings, and weekends as needed for events.

KEY RESPONSIBILITIES

Gift Processing, Advancement Services & Data Management

• Manage the efficient and accurate processing and updating of donor and constituent information in the Raiser’s Edge database for all areas of Advancement, including but not limited to online donations, corporate matching gifts, payroll deductions, event registrations, and constituent profile changes.
• Supervise volunteers in the cultivation, solicitation, and stewardship of gifts. Monitor progress, provide feedback and campaign updates.
• Oversee the generation and timely distribution of pledge reminders, tribute cards, acknowledgment letters, and donor gift reports.
• Coordinate donor prospect research processes and evaluate and stay current on gift processing and constituent management software solutions for efficient gift processing and user-friendly event ticketing and mobile giving.
• Monitor and analyze donor analytics and develop detailed, formula-driven spreadsheets and reports to strengthen participation and impact.
• Create and manage queries, exports, and daily gift reports using Raiser’s Edge and distribute as appropriate.
• Maintain and ensure the integrity of the school’s donor database; collaborate with the Business Office to reconcile pledges and gifts monthly.

Communications & Appeals

• Project-manage direct mail and digital appeals , including content creation, editing, printing, data collation, assembly, and distribution.
• Oversee the production of print and digital advancement communications, such as donor impact reports, website, and social media content, ensuring inclusive and accessible messaging.

Administrative & Office Support

• Provide strategic administrative coordination for the Advancement team, including scheduling meetings, drafting and sending agendas and correspondence, taking notes, managing RSVPs and name tags, preparing materials, processing invoices, and coordinating deliveries.
• Oversee inventory and procurement of office and meeting supplies, as well as all-school stationery.
• Design and implement systems that enhance office operations, productivity, and workflow.
• Serve as a primary liaison for internal and external constituents, delivering warm, inclusive, and professional customer service.
• Manage the Advancement Office calendar and conference room; lead and support planning and execution of Advancement-hosted and school-wide events as needed.
• Collaborate and build partnerships with Registrars, Business Office, Admission, and Tech Support.
• Perform other duties and responsibilities as assigned.

PHYSICAL DEMANDS

While performing the essential functions of this job, the incumbent must be able to do the following: stand for extended periods; sit for extended periods; bend and reach for filing and other job-related functions; climb up and down stairs; bend, stoop, and lift to move and retrieve materials; pull, push, and lift; reach both above and below shoulder height. Specific visual abilities include close vision, color vision, depth perception, and the ability to adjust focus. Must be able to visually inspect work. Manual dexterity to operate a computer and other office equipment is required.

The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable

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