| JUPITER CHRISTIAN SCHOOL Advancement Department Advancement Administrator Job Description Founded in 1963, Jupiter Christian School is committed to excellence in teaching the mind, reaching the heart, and inspiring servant leaders to impact the world for Jesus Christ. Jupiter Christian School distinctively educates students in a Nurturing Community to Excel in life and Engage the world. Position Title: Advancement Administrator Classification: Full-time, Year-round Staff Reports To: Chief Advancement Officer & Director of Development Department: Advancement The Advancement Administrator (AA) works in direct collaboration with the Chief Advancement Officer (CAO) and Director of Development to ensure all Advancement administrative functions are executed with excellence and precision. This role is responsible for the timely and successful delivery of outcomes aligned with the Advancement Master Plan. The AA serves as the administrative backbone of the Advancement team, ensuring that the operational infrastructure of the One Fund and all fundraising initiatives is managed with integrity, accuracy, and strategic intentionality. Advancement Master Plan Management - Track and execute all back-end administrative deliverables of the Advancement Master Plan to ensure fundraising operations run on time and on target.
- Produce reports, manage data, and provide tracking and analytics for the CAO, President, and Board of Directors as required.
- Manage and maintain key platforms including Givesmart, Raiser's Edge, the Donor Care Calendar, scheduling systems, donor receipting, and Month-End Reconciliation.
One Fund Management - Support the CAO through donor stewardship workflows to ensure the successful execution of the One Fund annual giving strategy.
- Collaborate with the Events Manager to maximize each event's potential against established fundraising goals.
- Manage all project management tools used to execute the One Fund, including BaseCamp, planned giving calendars, Raiser's Edge, Donor Care calendars, and Givesmart (CRM for events).
- Utilize the CRM to track progress against One Fund goals and keep the CAO informed through monthly budget vs. actual reports.
- Collaborate with the CAO to ensure continuity between sponsorship levels and broader fundraising efforts by reviewing past giving history and corporate sponsorships.
- Partner with the Communications Department to ensure all Annual Fund messaging is consistent, clear, and on-brand.
- Manage pledge forms and track completion progress throughout the giving cycle.
Donor Engagement & Stewardship - Ensure the advancement team has the tools, resources, and information needed to build strong and lasting relationships with donors.
- Conduct wealth screening for new school families and prospective donors to inform cultivation strategy.
- Ensure the Donor Care Calendar is executed consistently through monthly reminders and follow-through tracking.
- Coordinate with the CAO to keep all fundraising materials — including the Donor Menu and sponsorship levels — current and compelling.
- Support the development of insightful and compelling advancement communications integrated into the school-wide communication calendar.
- Ensure donors receive ongoing, meaningful communication about the impact of their gifts, including monthly updates and materials for the Philanthropy Journal.
Campaign & Annual Fund Events - Ensure every event has a strategic, defined purpose within the context of the Master Development Plan, utilizing the established event calendar timeline.
- Ensure every event has clear and measurable goals, with strategic follow-up plans for 30-, 60-, and 90-days post-event, utilizing the Generis follow-up framework.
- Collaborate with the Events Coordinator and any contracted events staff to ensure each fundraising event has a realistic, well-designed project management plan.
- Work with the CAO to ensure all event data is clean, updated in Raiser's Edge, and used to track effectiveness and ROI after each event.
- Ensure all thank-you notes, calls, and donor conversations are entered into Raiser's Edge NXT (RNX) in a timely manner.
- Ensure all gifts are collected and invoices sent promptly following each event.
- Provide alumni support, including maintaining the alumni database, coordinating book events, and sending invitations for alumni engagement opportunities.
Communications - Ensure all Philanthropy and Advancement communications are executed in partnership with the Communications Department and reflect the school's brand standards.
Administrative Support — Chief Advancement Officer - Manage Givesmart platform administration and reporting.
- Produce donor reporting through Raiser's Edge as directed.
- Prepare Board reports and advancement data summaries.
- Implement and maintain the Donor Care Calendar.
- Order and manage field signage, parking signs, and event materials.
- Coordinate and order branded swag and donor recognition items.
- Provide meeting support, including scheduling via Tandem and managing meeting invitations.
- Manage credit card coding (CC Coding) for the Advancement Department.
- Bachelor's degree in business administration, communications, nonprofit management, or a related field preferred.
- Minimum 2–3 years of experience in fundraising administration, development operations, or a related role.
- Proficiency in donor management platforms, specifically Raiser's Edge / Raiser's Edge NXT and Givesmart.
- Experience with project management tools (BaseCamp or similar) and CRM-based reporting.
- Exceptional organizational skills with high attention to detail and the ability to manage multiple projects simultaneously.
- Strong written and verbal communication skills; ability to represent JCS with professionalism and warmth.
- Commitment to the mission and values of Jupiter Christian School.
- Collaborative spirit with the ability to work effectively across departments and with senior leadership.
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