California Independent Schools Business Officers Association

Support  |  Solutions  |  Professional Advancement

Campbell Hall Advancement Coordinator

  • 02 Aug 2017 8:54 AM
    Message # 5008580


    The Advancement Coordinator is an important member of the Advancement Department and is responsible for assisting and managing an array of aspects related to special events for the purpose of cultivating and acknowledging donors and volunteers, celebrating faculty, community building, and fundraising for the school. This position works closely with and reports to the Constituent Events Manager and the Special Events Manager, under the overall supervision of the Director of Advancement. As such, they work collaboratively with all departments across campus as well as with parent volunteers.


    ·         Provide administrative support for various committee meetings (Grandparents’ Committee, Golf and Tennis, Bagpiper’s Ball, Party Book) including emailing meeting reminders, volunteer sign-in sheets, food and beverage setup, technical setups (i.e. power point presentations, videos, etc.) and printing and distributing agendas
    ·         Prepare and execute mailings, e-blasts, and electronic invitations (including but not limited to formatting, collaborating with Database Manager for guest lists, merging, and printing mailing list/labels, etc.)
    ·         Prepare nametags, materials, packages, giveaways, registration lists, seating cards, etc. for events as needed
    ·         Provide a range of production and logistical support for the annual Bagpiper's Ball gala and the Golf and Tennis Classic:
    o    Coordinate invitation mailing and volunteer committee meetings
    o    Manage onsite volunteers and staff
    o    Assist with creation and setup of registration and check-in materials
    o    Provide support for miscellaneous logistics as needed
    o    Attend all site visit meetings and walkthroughs
    ·         Coordinate and manage auction fundraisers for Golf and Tennis Classic and Bagpiper’s Ball
    o    Work in conjunction with Special Events Manager and Auction Chairs to plan and execute all associated elements of auction fundraising for events including online auction, silent auction, live auction and opportunity drawings
    o    Create, manage, maintain and trouble-shoot online auction platform (Bidding for Good)
    o    Maintain auction donation spreadsheet to track all items received and donor information
    o    Produce weekly auction report for event and auction chairs
    o    Update solicitation materials and create packets for auction committee including solicitation letters; event promotional materials; auction donation form; and category specific references and contacts
    o    Train and manage auction volunteers for data entry
    o    Coordinate delivery, categorize, photograph, enter (online and database), label and organize all physical auction items and create certificates for items as needed
    o    Manage onsite silent auctions including: creation of item description sheets; bid sheets; transportation of items; setup and display of items; training and managing onsite volunteers; closing out, awarding and collecting payment for items sold onsite
    o    Manage live auction including: production of live auction booklet; previewing items on online platform; creation of live auction power point and auctioneer speaking points; recruiting, training and managing onsite volunteers for live auction spotting; creating sign out sheets for winning bidders; delivering item and collecting payment from winners at event; follow up with winners after event as needed
    o    Main point of contact for all auction aspects including parent committee, donors and bidders
    o    Responsible for closing out online auction; awarding items to winning bidders; collecting funds; managing and creating auction item pickup; packing and mailing items as needed
    o    Collaborate with Special Events Manager and Database Manager to reconcile all financials associated with all auctions post event
    ·         Assist with annual high school Graduation
    o    Work with Constituent Events Manager and High School Office to manage and execute seating assignments, additional ticket requests, and ticket distribution for all parents of graduating class
    o    Maintain event guest list for Will Call table
    o    Setup, manage, and breakdown Will Call table onsite at event
    o    Train and manage Will Call volunteers
    ·         Collaborate with the Communications Department to:
    o    Produce event-specific content (written, graphic, video, etc.) for Campbell Hall social media channels, including Facebook, LinkedIn, Twitter, and other relevant platforms
    o    Maintain updated event information on the Campbell Hall website and event pages
    o    Produce promotional and informational content for weekly parent e-mailing, Week at a Glance
    ·         Book meeting and event dates on the Master Calendar and establish set-up needs with the Operations Department
    ·         Assist the Constituent Events Manager and Special Events Manager on-site at each event with setup, production and strike
    ·         Work with the Merry Mailers committee for special events' mailing needs throughout the year
    ·         Handle RSVPs and general inquiries about each event
    ·         Organize and maintain event supply and inventory (décor items, gift items, beverages, storage runs, etc.)
    ·         Provide support to Parents’ Association as needed including grade-level socials and uniform exchange program
    ·         Provide administrative support to advancement-related events (e.g. expense reports, RE data entry of event attendees and volunteers, etc.)
    ·         Provide administrative assistance for Party Book program as needed, including maintaining contact with party book hosts and attendees in conjunction with Special Events Manager
    ·         Provide support as needed to Advancement Department (e.g. ordering office supplies, printing monthly calendars, etc.)


    ·         Ability to balance multiple priorities and effectively time manage in a complex environment.
    ·         Working knowledge of independent schools, fundraising, and volunteerism
    ·         Extreme tact and discretion in handling of confidential materials, attention to detail, and a commitment to excellence
    ·         Deep appreciation and understanding of the school's mission and the ability to articulate its values and vision internally and externally
    ·         A sense of humor and ability to work with a closely interactive team
    ·         Excellent interpersonal and organizational skills
    ·         A self-starter who demonstrates initiative
    ·         Experience with Microsoft Office, Power Point, Excel, Bidding for Good preferred
    ·         Experience with Raiser’s Edge a plus
    ·         2-years event and/or administrative experience
    ·         Ability to work some evenings and weekends

    If you are interested in applying please follow link to properly submit application:

    Last modified: 02 Aug 2017 9:05 AM | Anonymous member
Powered by Wild Apricot Membership Software