The Advancement Associate is an integral part of the Advancement team helping to further the mission of The Woods Academy. This position will report directly to the Director of Advancement and will assist with development, marketing, communication, and alumni relation efforts. This position will work closely with the Director of Advancement and Director of Admission to ensure all Advancement communications needs are appropriately and efficiently addressed. They support the Advancement team by performing administrative tasks as needed. The Woods Academy deeply values professional development for faculty and staff. This role offers significant exposure to all facets of fundraising, communications, marketing, and alumni relations. As a member of a fast-paced Advancement Team, the Advancement Coordinator will have the opportunity to learn industry best practices and methodology and to take on greater responsibilities over time.
Responsibilities will include: Development - As the primary administrator of the school’s advancement database, the Advancement Associate is responsible for the accurate and timely entry, processing, and acknowledgement of gifts; generating mailings lists; coding event attendance and constituent interactions; pulling relevant reports; and performing data analyses. They work to maintain database integrity and to use the database to its full potential to support the Advancement team.
- Plans, oversees, and directs all logistics for advancement events, approximately 1-2 events per month during the school year.
- Identify, manage, and coordinate students, faculty, and staff needed for events.
- Create and follow detailed event plans, budgets, timelines, and checklists.
- Collaborate with the Director of Advancement to devise and maintain event theme, school branding, and look and feel as appropriate.
- Coordinate and execute event communications, materials, invitations, and follow-up with the assistance of the Director of Advancement.
- Manage and maintain event RSVPs in a timely and accurate manner.
- Help to create and execute mailings for appeals, including pulling lists, ordering materials, printing letters, and organizing items.
- Generate and mail acknowledgement letters in a timely manner.
- Build, maintain, and generate donor reports by working with the database manager.
- Assist with research of new donors, prospects and gifts/grants, from individuals, foundations, and companies.
- Prepare materials for donor meetings and events.
- Participate in professional development and regular training on database platform to ensure the Advancement team uses the tool to its full potential.
Marketing and Communications - Help create content for the website, newsletters, social media, and print publications.
- Assist with social media efforts including creating content calendars, capturing assets, and posting to social media channels
- Manage the photo and video platforms - Vidigami and Google Drive - to share with families and for archiving purposes.
- Manage and create the yearbook with the help of the Director of Advancement.
- Help with website updates.
- Oversee third party vendors, including photographers, videographers, printers.
- Along with the Director of Advancement, work closely with the Director of Admissions on the marketing and promotion of the school and its mission to prospective families.
- Help to create and execute mailings for prospective families and other admission initiatives.
- Complete data entry for inbound marketing initiatives and admission tour/visit database.
- Collaborating with the Advancement team on updating and disseminating admissions-related information on our website and social media.
Alumni Relations - With the help of the Director of Advancement and Database Manager, oversee the alumni database.
- Support alumni events and logistics.
- Assist with alumni outreach.
Qualifications - Bachelor’s degree - 1-2 years’ experience in administrative role - Technologically savvy, able to use social media platforms and work within different database platforms - Familiarity with independent schools - Excellent attention to detail - Strong critical thinking and problem-solving skills - Resourceful self-starter with an ability to anticipate needs and prioritize multiple on going projects in a fast paced environment. - Expressed interest in learning and growing as a professional in the marketing/advancement/development and/or nonprofit field. - Effective team member with strong organizational skills. - High level of professionalism, flexibility, diplomacy, and responsiveness.
Qualified candidates should send a letter of interest and a resume to jobs@woodsacademy.org.
The Woods Academy is an independent Catholic school, offering boys and girls from pre-school through Grade 8 a challenging and supportive educational experience. The Woods Academy is a warm and welcoming community comprised of 300+ students, 200+ families and 60+ faculty and staff. The school is located on six acres in the residential area of Bethesda, Maryland.
