Mission: Rooted in the Dominican tradition, St. Agnes Academy provides a Catholic college preparatory education that encourages young women to develop intellectual curiosity, to work for social justice and to act with integrity and compassion.
The Donor Service Coordinator is primarily responsible for processing all philanthropic gifts and acknowledgments in a timely and accurate manner. The coordinator is also responsible for the management of the donor database (Raiser’s Edge) ensuring that data entered can be pulled in a consistent, accurate way. Additionally, the coordinator assists with direct mail and other list and reports as necessary.
The main responsibilities will include:
A. Gift Processing
Process gifts and pledges into Raiser’s Edge and ensure acknowledgment/receipt letters are typically to signers within 24-48 business hours. Discuss peak times (i.e. Gala and Giving Day) turn-around time with the Head of Advancement
Process/commit online transactions within 48 hours of the transaction
Record all transaction in Raiser’s Edge for the prior month no later than the 10th of the next month
Maintain and process all matching gifts
Manage monthly pledge reminders and recurring gifts; pull list of outstanding pledges a few times a year for review and send the additional reminders
Deposit checks with the Finance Office within 24 hours of receipt
Reconcile monthly with the Finance Office
Provide requested information for the annual audit
Respond to requests from donors, volunteers, and staff in a professional and timely manner
Manage and maintain gift processing procedures and update as needed
Send a gift report for the prior day’s transactions to the advancement team
Send month-end reports and YTD reports to the Finance Office not later than the 10th of the next month
Streamline the calendar or work to address peak gift processing times (i.e. Academy Fund drop, end of calendar year, Gala and Giving Day). Communicate workload “log jams” with the Head of Advancement and Advancement Team.
B. Raiser’s Edge Database
Manage the operation, maintenance, data input, data integrity and accuracy for Raiser’s Edge
Maintain SAA database standards for records
Import and enter new student and new grandparent information, connect relationships
Maintain accurate constituent records in the database in a timely manner
Troubleshoot issues with Raiser’s Edge
Be a resource for others in the use of Raiser’s Edge
Coordinate coding of appeals and solicitations in database
Assist with wealth screening process, coordinated by the Director of Annual Giving
Collaborate with the Registrar concerning Raiser’s Edge problems and procedures
C. Stewardship Activities
Manage acknowledgement letter process and ensure letters get to proper signers
Prepare mailing list, invitation, and manage RSVPs for Messiah
Prepare mailing lists for Veritas Magazine, Gala, Grandparents’ Day, and others as needed
Complies donor lists for the Annual Report
D. Tribute Gifts (in honor of and in memory of)
Oversees honoraria/memorial records in Raiser’s Edge, generate mailing of honoraria/memorial cards
Oversees obituary process for the school, managed by School Receptionist
E. Paver Program and Meyer Hall Seats
Coordinate the Legacy Paver Program (when/if pavers are needed)
Coordinate the Meyer Hall seat naming program (when/if plaques are necessary)
F. Advancement Department Postage
Purchase stamps for department’s personalized notes
Be prepared to serve as the first point of contact with the Advancement Office, greeting visitors and donors both face-to-face and by phone
Attend select after-hours events and meetings
Job requires some work over Christmas/New Year’s break/holidays to process end of year gifts
Other duties as assigned by the Head of Advancement
The Donor Services Coordinator will be a fundraising professional who knows and understands the nature and purpose of an educational institution. The coordinator should possess:
Commitment to embracing the mission and aspirations of St. Agnes Academy
Completion of Safe Haven training
High school diploma; Associates degree preferred
Clear understanding and sincere appreciation of the mission, values, organization and traditions of Catholic and independent schools
Extensive experience and proficiency using Microsoft Office products and donor software, preferably Raiser’s Edge; familiarity with auction software is a plus
Strong attention to detail and accuracy
Demonstrated ability to handle complex tasks, formulate plans, and successfully carry out objectives
Excellent written and oral communication skills
Ability to listen attentively and provide solutions
Strong organizational, time management, and project management skills
Ability to work with minimal supervision and direction
Proven track record of working effectively with others and supporting organizational goals
Commitment to providing timely responses to requests for information, service, and assistance
Demonstrated positive, energetic, proactive, and productive attitude
Ability to prioritize and accommodate competing requests for data and reports according to established priorities
Ability to meet stringent deadlines in a high-pressure, fast-paced environment
Perform functions with a high degree of accuracy and confidentiality
Work Environment: This job operates in a professional/education/office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit at desk area, communicate via phone/face to face, manually input data into a computer, walk to different office areas, reach with hands and arms, and minimal lifting, fly, drive a car, public speaking and attending events.
Internal Number: SAAdsc2122
About St. Agnes Academy
Rooted in the Dominican tradition, St. Agnes Academy provides a Catholic college preparatory education that encourages young women to develop intellectual curiosity, to work for social justice and to act with integrity and compassion.
St. Agnes Academy was founded in 1905 by Mother Pauline Gannon, O.P., Prioress of the Dominican Sisters of Houston, Texas. The Academy opened on February 11, 1906, at its former location at 3901 Fannin. It was in operation at that site until September 1963 when the present-day campus opened at 9000 Bellaire Boulevard in Sharpstown. St. Agnes numbers more than 10,000 graduates, many of whom now have daughters, granddaughters, and even great-granddaughters who are Academy students or alumnae.
In 1917 St. Agnes was accredited by the University of Texas and the State Board of Education. It is now affiliated with the following educational associations: Catholic Schools of the Galveston-Houston Diocese, The National Catholic Educational Association, The Texas Catholic Conference Education Department in conjunction with the Texas Education Agency, the Southern Association of Colleges and Schools, and The College Board.