Skip to main content

Advancement Coordinator

  • Full Time
  • Bellevue, WA
  • This position has been filled

Website Open Window School

For gifted kids who love to learn

Position Overview

The Advancement Coordinator is a critical member of the Open Window School Advancement team – a newly formed department, encompassing fundraising, parent relations, marketing, and communications. This department works to build trust with the entire Open Window School community through authentic and clear communication, connection, and engagement. The Advancement team is charged with finding the resources, building the community, and telling the story that supports the long-term vision of Open Window School.


The Advancement Coordinator will help build this new department, providing significant and substantive support to Open Window School’s annual fundraising initiatives. This position will support a diverse array of projects that touch on all areas of OWS’ fundraising work-including individual giving, special events, capital campaign, annual fund, alumni giving, and major gifts. The Advancement Coordinator will report directly to the Director of Institutional Advancement and Strategy and Development Director, while also collaborating closely with all members of the Advancement team (events, communications, parent engagement, etc.) to support all Advancement department goals.


Major Areas of Responsibility/Specific Duties:



  • Coordinates, builds and sends emails and mailings for appeals, stewardship and events using OWS’ donor database.
  • Provide all aspects of support for donor requests, including answering emails, phone calls, tax receipt generation and giving reports.
  • Maintain donor relationships via face to face, email, phone calls, and events for donors and community members.
  • Produces all acknowledgement letters/cards.
  • Pulls, and prepares donor lists, including relevant segmentation, and exports for events, publications, and appeals.
  • Occasional writing as needed for advancement communications.
  • Coordinates workplace giving.
  • Responds to donor inquiries and performs outreach as needed.
  • Reviews and quality checks mailing lists and proofs materials.
  • Provides mailing support for all major advancement communications (annual fund).



  • Supports the events in all aspects of the planning and organization of the annual Auction, including organization of committee meetings, volunteer support and training, securing of venues, suppliers, caterers and entertainment, as appropriate.
  • Support the procurement, tracking, and solicitation of donations to the annual Auction.
  • Coordinates logistics of all advancement events, including school-wide events, major donor gatherings, and other fundraising events.
  • In collaboration with the Director of Development, works on creating event sponsorships, securing and cultivating event sponsors, participation and/or donation from individuals, corporations, civic groups, etc.


Database Management

  • Responsible for gift processing and acknowledgement production.
  • Receives, records, and inputs donations, pledges and gifts-in-kind in Raiser’s Edge, prepares deposits for business office.
  • Reconciles gift income with business office.
  • Prepares and sends timely gift acknowledgements.
  • Responsible for data integrity in Raiser’s Edge database management system.
  • Produces mailing labels/disks as needed for all school mailings.
  • Prepares monthly financial reports.
  • Generates reports, as needed, for committee and board meetings.
  • Assists the Director of Development with donor cultivation and stewardship activities.
  • Process corporate matching gifts .
  • Assists in the production of the annual report.
  • Manages advancement office operations – including: tracking budgets, ordering supplies, managing files.

Others duties as assigned.


Qualities & Qualifications:

  • 2-4 years of related professional experience, preferably, but not limited to, work in development at an independent school or in higher education.
  • Strong written and verbal communication skills, as well as excellent telephone and customer service skills.
  • Demonstrated ability to pay close attention to detail, to efficiently manage several work assignments and tasks simultaneously, and to prioritize work in a fast-paced environment.
  • Proficiency with all Microsoft applications, including Excel and merge applications, as well as experience working with a variety of database systems. Experience with Blackbaud’s Raiser’s Edge preferred.
  • Positive attitude, good interpersonal and relationship-building skills, a high-level of self-motivation, and a strong, responsible work ethic.
  • Demonstrated ability to work independently and as part of a team, to think ahead and be a problem-solver.
  • Organized and efficient, capable of managing multiple projects with competing priorities to the highest standards in a timely manner while remaining flexible and having fun.
  • Accurate and impeccable attention to detail.
  • Customer service (especially phone) experience highly desirable.
  • Excellent cultural competency, willing and able to excel to work with multiple groups of people from diverse backgrounds.
  • Strong commitment to the mission of Open Window School.
  • Willingness to travel and work occasional evenings as necessary.


Position Details:

Manager:                                        Director of Institutional Advancement and Strategy & Director of Development

Compensation:                              $28.00 – $31.00 per hour

Position Classification:                Non-Exempt, Full Time 12 months

Hours:                                             Core business hours of 7:30am – 4pm, evening or weekend work may fall outside of these hours.


Benefits include:

  • Vacation leave, sick leave, and paid holidays
  • Medical, Dental and Vision Insurance (paid 100% for employee only coverage)
  • Employer paid Health Reimbursement Account
  • Flexible Spending Accounts
  • 403(b) Retirement Account, Pre-tax & Roth Options (eligible for employer contribution and employer match after one year of service).
  • Life and AD&D Insurance
  • Long-Term Disability Insurance
  • Professional development and training opportunities