To strengthen Woodstock Schools Advancement Department by managing data systems, supporting fundraising campaigns, coordinating grants and awards, and ensuring efficient administration of Advancement processes. The role is responsible for accurate donor records, smooth donor acknowledgement and stewardship, grant research and support, and development of income-generating initiatives such as the souvenir store. Primary Responsibilities
- Coordination of internal Grants awards
- Record Keeping Data Management
- Office Operations Administration
- Fundraising Donor Development
- Coordination of internal grants awards Coordinate internal grants processes including theAnnual Employee FundsandAdvanced Degree Fund. Support the application, review, and communication processes forawards. Ensure alumni recognition boards and Advancement signage are updated on schedule.
- Record Keeping Data Management Oversee, maintain, and further develop thealumni and donor database, ensuring accuracy and integrity of records. Coordinate the acknowledgement process for all donations, including issuing donor certifications and receipts. Serve as recording secretary for theAdvancement Committee, Alumni Ambassadors Committee, and departmental meetings, ensuring timely minutes and follow-up. Generate regular reports for internal use and Board reporting, as directed by the department Director. Coordinate the Departments digital filing system.
- Office Operations Administration Manages the office budget under the direction of the Director of Advancement and Alumni Relations Oversee Advancement administrative processes including: o Billing, petty cash, requisitions, and requests for payment. o Postage and printing management. Lead and develop administration and financial record-keeping for theSouvenir Store, ensuring compliance and accuracy. Manage and expand store sales, including building alumni, parent, and community engagement with merchandise. Liaise withCentral Storesand external vendors to ensure quality and timely supply. Chair the merchandise committee.
- Fundraising Donor Development Support the Director in identifying, researching and preparing applications forexternal grantsfrom foundations, trusts, and institutional funders. Assist with processes for theAnnual Fundcampaign, including appeals, tracking, and acknowledgements. Supportplanned- givinginitiatives, liaising with alumni and families where appropriate. Ensure the smooth flow of existing donor pathways, while also identifying and developing new donor opportunities in regions with strong alumni concentrations. Contribute to donor stewardship efforts including recognition, reporting, and communications.
- Other Duties Undertake other responsibilities as assigned by the Director of Advancement and Alumni Relations to support the Department and Schools objectives. Occasional domestic and overseas travel, if required by the department. As with all job descriptions, the post holder is expected to carry out related tasks which may be reasonably required by the Supervisors.
SKILLS AND QUALIFICATIONS REQUIRED:
- Bachelors degree from an accredited institution
- 2-3 years of experience in fundraising, grant administration, donor relations, data management, or school/non-profit administration
- Demonstrated ability to manage multiple workflows and priorities across different projects and committees
- Excellent written and verbal communication skills, with strong attention to detail
- Proficiency in Microsoft Office, and a willingness to learn donor database/CRM systems
- Demonstrated integrity, confidentiality, and accuracy in handling sensitive data and financial records
- High levels of organisational and logistical competence
- Strong analytical and data management ability
- Capacity to prioritise tasks and manage time effectively under pressure
- Ability to work independently while also contributing to a collaborative team environment
- Cultural sensitivity and professionalism when engaging with diverse alumni, donors, and visitors
- Confidence in representing Woodstock School in both internal and external settings
PREFERRED QUALITIES AND QUALIFICATIONS:
