Job Title: Advancement Services Coordinator 

Department: Office of Advancement 

Location: Westover School – Middlebury, CT 

Status: Full-time

About Westover:

Westover School is a forward-thinking, all-girls independent boarding and day school serving students in grades 9–12. With a strong commitment to character, community, and a passion for learning, Westover cultivates confident, connected women poised to lead lives of impact. The Advancement Office supports this mission by fostering meaningful engagement and philanthropic support from alumnae, families, and friends of the school.

Why Join Westover?

• Join a close-knit, mission-driven team passionate about empowering young women.
• Contribute to meaningful relationships with alumnae and families who care deeply about Westover’s legacy and future.
• Be part of a collaborative and inclusive work environment that values creativity, initiative, and continuous learning.

Position Summary:

The Advancement Office’s mission is to engage constituents in the life of Westover School through engagement and philanthropy. The Advancement Operations Coordinator plays a vital role in supporting the Advancement Office’s mission by ensuring smooth day-to-day administrative functions, ensuring data integrity, managing donor records, stewardship, and facilitating office operations.. This role blends database management, office coordination, and engagement with constituents to enhance the school’s fundraising and development efforts.

Responsibilities and Duties:

Office Administrative Support & Management (40%) 

• Administrative support for Chief Development Officer and the Advancement Team
• Execute marketing for Westover Fund and Giving Days;
• Support back-end Advancement platforms such as volunteer management platform, Giving Day platform;
• Support the project manager in providing Logistical and administrative support for projects such as Reunion Weekend (creating name tags, labels, flyers, contact cards);
• Engage with constituents via phone and email and update new contact information.
• Oversee office supply orders, organization and inventory management to ensure smooth operations;
• Serve as the front-facing receptionist, welcoming visitors, answering phones, and responding to email inquiries.

Database Updates & Gift Processing (40%)

• Process gifts, including batching checks, online, stock, and wire donations;
• Verify donor records for accuracy and completeness, proactively identify deceased and duplicate records;
• Maintain and update Raiser’s Edge/NXT database, ensuring data integrity through regular cleanups and health checks;
• Verify donor records for accuracy and completeness;
• Communicate regularly with the Business Office for reconciliation and verification, logging checks and other gifts, and ensuring financial accuracy.

Stewardship (20%)

• Create and send acknowledgment letters.
• Create and send life event recognition.

Required Qualifications and Skills:

• One year of demonstrated comfort utilizing databases and data processing. Raiser's Edge (Database & NXT webview) experience 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, alumni, 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.

Working Conditions:

• This position is primarily office-based and located on the campus of Westover School in Middlebury, Connecticut. The role requires a medium degree of interaction with staff and constituents, both in person and through digital platforms. The Advancement Operations Coordinator will work in a collaborative and mission-driven environment that values professionalism, discretion, and a deep commitment to Westover’s advancement goals.
• While standard hours are typically Monday through Friday, occasional evenings and weekends may be required to support events, donor activities, or critical project deadlines. The school fosters a collegial workplace where mutual respect, attention to detail, and service-oriented collaboration are paramount. As part of the Advancement team, the coordinator may attend offsite meetings, workshops, or professional development conferences that align with institutional priorities.

Physical Requirements:

• Ability to sit at a desk and work on a computer for extended periods.
• Occasionally lift and carry up to 20 pounds (e.g., event supplies, printed materials).
• Move between campus buildings and assist with on-site event setup as needed.
• Communicate clearly in verbal and written form for phone, email, and in-person interactions.
• Regularly operate standard office equipment and manage digital data entry.
• Ability to read printed materials, reports, and digital screens.

Compensation and Benefits:

• Competitive salary commensurate with experience.
• Comprehensive benefits package including:
  • Health and vision insurance
  • Dental reimbursement program
  • Health reimbursement arrangement
  • Life insurance
  • Retirement plan with employer contributions
• Professional development support

Westover School is an Equal Opportunity Employer and does not discriminate based on race, color, religion, national origin, ancestry, citizenship status, age, disability, sex, marital status, veteran status, sexual orientation, gender identity or expression, genetic information, or any other characteristic protected by applicable law. We are committed to building a diverse and inclusive community and strongly encourage applications from candidates from historically marginalized or underrepresented backgrounds, as well as those with non-traditional career paths.