Advancement Coordinator

Middlebury, CT


Title: Advancement Coordinator

Department: Office of Advancement

Salary Range: $39,000 - $45,000

School Information: 

Westover School is a gender-inclusive girls boarding and day school, grades 9-12 where smart, motivated students become confident, connected adults. We are committed to providing a college preparatory education in a small community atmosphere emphasizing student-adult interaction. Westover, through program and faculty, endeavors to develop in each student the confidence and strength to shape their own life. 

We are EMPOWERING students to be themselves, make their own choices, and appreciate belonging and mattering, resulting in young adults who find lives of purpose and meaning, who understand they can make a difference, and who understand the power of relationships.

Job Description:

Westover School is seeking applicants for the full-time, year-round position of Advancement Coordinator in the Office of Advancement. The position reports to the Database, Research, and Grant Administrator.

The Advancement Coordinator provides both strategic insight and daily execution of projects supporting the Office of Advancement, helping to maintain connections between constituents and the School, with a focus on philanthropy. Collaboration, teamwork, and a desire to inspire are keys to our success. 

While other duties may be assigned, a qualified candidate will be able to manage the key responsibilities and tasks as listed below:

  • Database management, creating reports and spreadsheets, gift entry and batching, and information integrity.

  • Regular communication with the business office, receive and log checks and other gifts.

  • Verify the database for accuracy.

  • Coordinate and execute the acknowledgment process.

  • Format and print letters and envelopes, create labels and flyers.

  • Overall office management including maintaining inventories, smooth operation of office equipment and office phones; daily mail; vendor interactions; support of monthly budget reporting. 

  • Act as the front-facing receptionist; welcome visitors, answer phones, respond to email.

  • Assist with travel and budget, and general support. 

  • Engage with constituents through responding to phone/email inquiries, sending out requests for information updates, tracking compliance, and collecting and entering updated contact information. 

  • Assistance with the coordination and execution of events including Reunion Weekend, etc.

  • Organize electronic and paper files.

  • Exercise good judgment in discussing constituents. Maintain composure and calm demeanor in difficult situations.

  • There is an opportunity to work directly with alumnae and parent/guardian volunteers if desired.

Experience and Professional Competencies:

  • Two years of demonstrated comfort utilizing databases and data processing, Raiser's Edge (Database & NXT webview) experience highly preferred. Knowledge of SQL and query writing is preferred.

  • Proficiency using Microsoft and Google products, with a focus on Excel and Word and Google Sheets and Docs.

  • Excellent organizational skills, communication/writing skills, attention to detail and ability to connect with diverse and wide-ranging constituencies - students, parents, faculty, alumnae, etc. 

  • Able to maintain confidentiality inside and outside the Office of Advancement, initiative and self-starting capacity. 

  • Demonstrated commitment to supporting an intentionally equitable and inclusive community and building a philanthropic program that embraces diverse cultures and perspectives.

A pleasant nature and commitment to building camaraderie with colleagues.

Application Notes: 

The ideal candidate will have a background in database management, supporting a team and office with demonstrated organizational and technology skills. Interested candidates should address these aforementioned qualifications and skills in their cover letter in addition to providing a résumé.

Westover School is an Equal Opportunity Employer. We celebrate diversity of all kinds and are committed to creating an inclusive culture built on a foundation of respect for all individuals. We seek to hire, develop, and retain talented people from all backgrounds. Individuals from non-traditional backgrounds, historically marginalized or underrepresented groups are strongly encouraged to apply.

Westover School is located in Middlebury, CT; 45 minutes from New Haven, 1 1/2 hours from New York City, and 2 hours from Boston. For more information, please visit our website at