Guardian Catholic School – Donor Coordinator

Posted Feb 08, 2023 Jacksonville, Florida

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Expires Apr 07, 2023


The Guardian Advancement Program is a full-service fundraising program with a focus on annual giving and appeals, major gifts, and customized proposals and grant requests from individuals, corporations, and Foundations. We embrace Capital Campaigns for renovation, construction, and technology. We will seek and welcome planned gifts and bequests from friends of Guardian Catholic School.

Basic Job Purpose/General Summary: The position of Donor Coordinator will report directly to the Director of Advancement and will provide administrative support for the Advancement Office, as well as for the Board of Guardian Catholic School, to achieve annual funding goals to support the Guardian Mission.

Essential duties and responsibilities

-Provide ongoing maintenance, and ensure the integrity, of the donor software Raiser’s Edge to track prospective and current donor records to include ad hoc reporting requests, frequent updates to the database, and regular reporting of donor activity. -Enter and track donations in Raiser’s Edge and prepare gift listings for deposits. -At the direction of the Director of Advancement, coordinate frequent communication and outreach to support external donor development and stewardship. -Coordinate stewardship activities, including regular reporting to donors, scheduling visits, and ensure proper representation of donor identity commitments, signage, website listings, e-newsletter articles, logo placement, annual report listing, donor wall recognition, social media and other applicable promotional materials. -Create content for the school’s social media platforms related to the Advancement Office activities. Update the Advancement Office section on the school’s website. Take/obtain photos of school events, etc. -Coordinate a variety of administrative activities related to donor attendance and involvement in events and programs ensuring a seamless patron experience inclusive of the annual golf tournament and other events as directed by the Director of Advancement. -Provide support to the Director of Advancement preparing for Board meetings and committee meetings to include scheduling the meeting, ordering lunch, tracking attendee RSVPs, preparing meeting materials and accommodations for the meeting room, and taking and distributing meeting minutes. -Collaborate with the Director of Advancement to assess ongoing needs of Guardian Catholic School to develop proposals for corporate, state, and other funding opportunities. Research new and recurring grant funding opportunities and assist with the preparation of grant applications. Track grants during the whole grant cycle and work with the Director of Advancement to ensure grants requirements are met. -As directed by the Director of Advancement, write and prepare donor letters and other correspondence as required. A high degree of persuasive professional writing skill is required. Correspondence must be neat, professional, free from error and with excellent grammar and proper English. -Assist with the development of the design layout and written articles for the Guardian Catholic School newsletter. -Assist with the design of different materials such as invitations, cards, etc. using Canva or similar software. -Respond to specific and routine work assignments, as well as special projects from Guardian Catholic School, necessitating great attention to detail, prioritization of work, and meeting deadlines. -Screen, prioritize, and route phone calls to the appropriate personnel or provide direct assistance to individuals within scope of authority and responsibility of the position. Utilization of a high level of professionalism, empathy, tact, courtesy, and diplomacy is required. Contacts and conversations frequently involve confidential/sensitive matters necessitating a high degree of discretion. -Greet and receive visitors in a courteous and professional manner directing them to the appropriate parties. -Receive and distribute incoming mail and ensure that outgoing mail is sent in a timely fashion. -Provide research, accurate data entry into databases, accurate and timely filing, organize and maintain a neat and efficient filing system, inclusive of electronic filing, and other records and information. -Ensure all schedules are maintained to avoid missing deadlines and other priority obligations. -Submit invoices to the school Bookkeeper for payment and keep track of expenses of the Office of Advancement. -Create and submit monthly financial reports and update general ledger. Assist Director of Advancement with other financial reports as needed. -Perform other duties as assigned. Working Conditions: Located on Brentwood Avenue, Guardian Catholic School is a PK3-8th grade ministry situated in Health Zone 1 (HZ1), an area of north Jacksonville with the largest statistical concentration of residents living in poverty. Families living in HZ1 face significant disadvantages to their health, education, and economic vitality. Our state-of-the-art learning environment provides the opportunity to fulfill our Mission which states – To participate in God’s work by providing advocacy and resources to Guardian Catholic School. These resources enable the school to provide educational and spiritual opportunities to children and families regardless of financial situation or religious preference. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate and joyfully filled with the sounds of children’s voices. This position may require some evening and weekend hours to accommodate events.


Must be self-motived and willing to problem-solve in order to complete tasks. Must be highly proficient with the use of English grammar to include excellent interpretive, writing, proofreading, and editing skills. Effective communication skills, both oral and written, (with a writing sample provided during the interview) are required. A high level of proficiency with Microsoft Office Suite to include Outlook, Excel, Word, and Power Point, is required. Knowledge of Canva and /or other editing tools is preferred. This systems knowledge and skill should be used to continuously look for ways to use technology to make the office and individual work responsibilities more effective and efficient. Prior experience with donor management or other database software, such as Raiser’s Edge, is a plus. The individual in this role must consistently demonstrate a positive, friendly and respectful attitude with colleagues, the public, our students, our students’ parents, our School staff, and the general public ensuring to project a welcoming and faith-based atmosphere to all who visit the Guardian Office, School, or elsewhere. The candidate must possess a valid driver’s license and must successfully pass the required criminal background check prior to employment and every five years after.

Education and Experience

A Bachelor’s Degree, or the equivalent in relevant work experience, to include a minimum of 3 years of experience, preferably in the nonprofit development sector, is required. A working knowledge of the Catholic faith is required. The successful candidate will possess the ability to maintain a high level of attention to detail, accuracy, efficiency, and possess superior organizational skills. Prior experience with research, data collection and organizing and preparing data for analysis is preferred. Candidate must be able to organize and prioritize work, be proactive, take initiative, resolve complex problems, follow through, and simultaneously manage multiple priorities.

Salary/Salary Range


How to Apply


Guardian Catholic School


Jessica Waugaman | Email