Job Description
Pulaski Academy seeks a highly organized, collaborative, detail-oriented, and service-minded Advancement Operations Specialist to provide administrative, communications, database, event, and operational support to the Advancement Team. Working closely with the Director of Philanthropy & Community Engagement and the Director of Annual Giving & Alumni Relations, this position will support fundraising, alumni relations, stewardship, special events, community engagement, and the Capital Campaign. The ideal candidate will be interested in fundraising and relationship development, willing to learn, and eager to grow professionally within Advancement. Prior fundraising experience is valued but not required. The Advancement Operations Specialist will manage many of the day-to-day administrative and coordination responsibilities of the Advancement Office, allowing the Directors to focus on fundraising, donor relationships, and strategic Advancement initiatives. As the individual develops knowledge, experience, and confidence in the role, there will be opportunities to take on increasing responsibility in donor engagement, cultivation, solicitation, and other hands-on fundraising activities.
Essential Position Duties Key responsibilities include, but are not limited to: Advancement Operations & Database Management ● Provide day-to-day administrative and operational support, including meeting coordination, calendar management, correspondence, file organization, project timelines, purchasing, invoices, and reimbursements. ● Prepare reports, presentations, donor materials, and other Advancement documents while tracking deadlines, deliverables, and follow-up. ● Create and maintain spreadsheets, tracking tools, and reports using Microsoft Excel and Google Sheets; organize shared files and resources through Google Drive. ● Maintain accurate donor, prospect, alumni, parent, volunteer, and event records in Veracross, including identifying and resolving duplicate records, outdated information, and other data discrepancies. ● Process and track gifts, pledges, sponsorships, and other Advancement transactions; assist with data pulls, lists, mailings, acknowledgments, and prospect research. Communications & Event Support ● Draft and coordinate Advancement emails, newsletters, digital content, event communications, donor communications, alumni communications, and stewardship materials under the direction and review of the Advancement Directors. ● Collaborate with the Communications Department to ensure consistent messaging and brand alignment and to gather stories, photographs, and donor impact information. ● Provide administrative and logistical support for Advancement events, including invitations, RSVPs, guest lists, registration, materials, vendors, supplies, volunteers, and post-event follow-up. ● Support key Advancement events and initiatives, including Bruin Bash, Wine Down Wednesday, Fund for Excellence, alumni events, PAPA initiatives, and other engagement opportunities. Fundraising, Stewardship & Engagement Support ● Support the Advancement Directors with donor cultivation and stewardship, annual giving, major gifts, sponsorships, and other fundraising initiatives. ● Prepare donor meeting materials, prospect information, briefing documents, acknowledgments, recognition materials, and follow-up communications. ● Support alumni outreach, communications, events, and engagement initiatives, including maintaining accurate alumni records. ● Assist with volunteer communications, recognition, and coordination, as well as engagement with community partners. Capital Campaign Support ● Provide administrative and project support for the Capital Campaign, including prospect lists, meeting schedules, campaign materials, communications, events, volunteer coordination, and follow-up. ● Maintain accurate campaign documentation and support campaign reports, presentations, donor materials, stewardship activities, and project deadlines. Advancement Team Collaboration ● Work collaboratively with the Advancement Directors and department leadership to support priorities and ensure timely execution of projects and initiatives. ● Anticipate administrative and operational needs and proactively provide support to the Advancement Team. ● Maintain a high level of confidentiality and professionalism when handling donor, alumni, family, financial, and other sensitive information. ● Contribute to a collaborative, service-oriented Advancement culture focused on relationships, philanthropy, engagement, and the mission of Pulaski Academy. Requirements ● Bachelor’s degree in Nonprofit Management or a related field. ● 2–3 years of development or advancement operations experience preferred. ● Experience in an independent school environment preferred. ● Strong communication, collaboration, and relationship-building skills. ● Familiarity with fundraising terminology, donor stewardship, and advancement operations. ● Strong proficiency with Google Workspace, Microsoft Excel, Google Sheets, and Google Drive; ability to become highly proficient in information systems and databases and wealth screening tools like iWave. ● High level of attention to detail, accuracy, and confidentiality. ● Commitment to innovation, continuous professional growth, and student-centered learning. ● Must successfully pass required background and reference checks, including fingerprinting and misconduct clearance. To Apply Qualified applicants should send a cover letter, resume (including references), and statement of educational philosophy to Christy Scroggin, Director of Human Resources, christy.scroggin@pulaskiacademy.org
