Advancement Coordinator / Data Specialist

Job Posting: Advancement Coordinator/Data Specialist

Location: Oakland, CA | Job Type:Full-time, Non-Exempt

The Advancement Coordinator/Data Specialist is an essential member of the Advancement team, reporting to the Director of Advancement Services. The position manages essential administrative and data functions while supporting donor relations and fundraising initiatives. The ideal candidate is a proactive, detail-oriented professional who brings strong organizational skills, excellent oral and written communication skills, and a collaborative spirit to the role.Key responsibilities include managing donor records, processing gifts, overseeing donor stewardship, supporting fundraising efforts, and performing various administrative tasks. 

• Gift Processing & Donor Stewardship:Process gifts by entering donations and pledges into the donor database, accurately capturing donor intent, and ensuring that Advancement’s records are accurate and reconciled with the Business Office.
• Coordinate recognition and stewardship correspondence including printing and mailing timely acknowledgments, tax receipts, thank you cards, and annual giving statements.
• Track pledges, send regular reminders, and coordinate personalized follow-up with Advancement team members.
• Assist with donor stewardship, managing tasks related to impact reports, annual endowment reports, campaign acknowledgments, and Head of School stewardship initiatives
• Database Maintenance and Reporting:Maintain constituent records and data integrity in the donor database and digital files, including but not limited to: adding and updating records, correspondence, gift agreements, processing returned mail, conducting data maintenance projects, and managing the Advancement electronic filing system. Support email and direct mail appeals through proper data segmentation and distributionTrack appeal data, create queries, generate reports, and pull lists from the database.
• Office Coordination and Administrative Tasks:Support the Director of Advancement with scheduling, calendar management, and coordinating appointments with key prospects and donors.
• Serve as the first point of contact for the Advancement Office, greeting visitors and managing general inquiries via phone and email, and interdepartmental project coordination with professionalism and efficiency.
• Maintain the office calendar and monthly action plans to ensure smooth operations.
• Provide multifaceted administrative support, including managing office supplies, assisting with meeting preparation, and providing project management support.
• Attend school-related events as needed to support Advancement efforts.
• Assist with event setup and breakdownAssist with other duties and tasks that support the Advancement Office, as directed by the Director of Advancement or Director of Advancement Services.

• The ideal candidate will have strong computer skills, including proficiency in Google Workspace (Gmail, Docs, Sheets, Drive) and Microsoft Excel is required. Experience with Raiser’s Edge strongly preferred or equivalent experience in another CRM database and demonstrated ability to learn a new system quickly. 
• Expertise in working with designers and/or desktop publishing would be a plus.
• The ideal candidate is an organized, self-driven individual with a keen eye for detail and strong written and verbal communication skills. 
• The Advancement Coordinator should be a collaborative team player with excellent follow-through and the ability to juggle multiple tasks effectively. Strong interpersonal, analytical, and problem-solving skills, along with the ability to manage time efficiently, are key to success in this role. A positive, flexible attitude, a collaborative mindset, and a willingness to lend a hand when needed are essential for this position. A curiosity-driven mindset and willingness to grow are also essential.
• Demonstrated ability to work independently and collaborate as part of a team.
• Demonstrated punctuality and attendance.

• This position requires a highly organized individual with a collaborative spirit, ready to assist across multiple areas of the Advancement Office while managing a variety of tasks efficiently.
• Must show TB clearance in addition to providing clearance in background screening. 
• Some evening and weekend work will be required, with significant advanced notice.

Located on a 22-acre campus in Oakland, California, Head-Royce (HRS) is a pre-eminent, co-educational, independent, K-12 day school with a 137-year history. Our mission is to inspire in our students a lifelong love of learning and pursuit of academic excellence, to promote understanding of and respect for diversity that makes our society strong and to encourage active and responsible global citizenship.

Head-Royce enrolls 900 students in the three separate divisions—Lower, Middle and Upper—and provides a dynamic, whole-child education to every student.

Please note - HRS is unable to provide immigration sponsorships such as H1B Visas. Applicants must be authorized to work in the United States and be willing to undergo both Livescan background check and TB screening as part of the hiring process.

Head Royce is an equal opportunity employer and makes employment decisions including but not limited to employment, training, promotion, demotion, transfer, leaves of absence and termination based on qualifications and without regard to protected status. We will not discriminate based on age, color, creed, sex (including pregnancy, childbirth, breastfeeding or related medical conditions), gender, sexual orientation, gender identity, gender expression, marital status, national origin or ancestry, race (including traits historically associated with race, such as hair texture and protective hairstyles), religion, registered domestic partner status, physical or mental disability, a medical condition including genetic characteristics, military or veteran status, reproductive health decision making or any other consideration made unlawful by federal, state or local laws Head-Royce School seeks to be a community in which every individual is treated with sensitivity, courtesy and respect.