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 Services Coordinator plays a key role in supporting the Advancement Office by maintaining accurate donor data, managing daily gift processing and acknowledgments, supporting stewardship efforts, and facilitating office operations. This position blends database management, administrative coordination, and constituent engagement to enhance the school’s fundraising and community-building efforts.

Responsibilities and Duties:

Database Management & Gift Processing (40%)

• Process and log all types of gifts, including checks, online, stock, and wire donations.
• Maintain and update donor records in Raiser’s Edge/NXT, ensuring accuracy through routine data cleanups and integrity checks.
• Identify and manage duplicate and deceased records proactively.
• Collaborate regularly with the Business Office to reconcile gifts and ensure financial accuracy.

Stewardship & Donor Engagement (35%)

• Partner with the Chief Development Officer to improve endowed and capital gift tracking and stewardship processes.
• Draft, print, and mail donor acknowledgment letters.
• Create and send personal communications for constituent milestones (birthdays, births, deaths).

Administrative Support & Office Operations (25%)

• Execute ad-hoc database projects, such as class notes, award updates, and returned mail.
• Assist with event logistics for Advancement initiatives (e.g., Reunion Weekend materials, nametags, flyers).
• Respond to constituent inquiries by phone and email; update contact information as needed.
• Manage office supply inventory and organization.
• Serve as a welcoming front desk presence for visitors and callers.
• Provide back-end support for volunteer and engagement platforms.

Required Qualifications and Skills:

• Minimum of one year of experience working with data entry or donor databases; Raiser’s Edge (Database + NXT) preferred.
• Strong proficiency in Microsoft Office and Google Workspace, especially Excel, Word, Google Sheets, and Docs.
• Excellent organizational and communication skills, with a keen attention to detail.
• Ability to manage confidential information with professionalism and discretion.
• Strong interpersonal skills and a commitment to customer service when working with alumnae, families, and colleagues.
• Self-starter with the ability to work independently and collaboratively in a fast-paced environment.
• Commitment to equity, inclusion, and fostering a philanthropic program that reflects diverse cultures and perspectives.

Working Conditions:

• This position is based on-site in a professional office environment on Westover’s campus in Middlebury, CT.
• Standard work hours apply, Monday through Friday, with occasional evening or weekend work required for events.
• Work is primarily indoors in a shared office space with frequent in-person interaction with students, families, alumnae, and colleagues.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to occasionally lift up to 20 pounds (e.g., event supplies, printed materials).
• Must be able to move between campus buildings and assist with on-site event setup when needed.
• Clear verbal and written communication is essential for phone and in-person interactions.

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.