Coordinator, Advancement

Summary:

The Coordinator, Advancement carries out administrative and project management functions in support of the ASPCA’s Advancement fundraising teams, including Corporate Partnerships, Foundation Partnerships, and Major Gifts. The individual in this role communicates with internal and external stakeholders on a regular basis to ensure the smooth functioning of all Advancement programs.

The Coordinator, Advancement provides high-level administrative and project support to the Advancement team, including providing agendas, notes, and support for meetings and events; drafting donor reports and presentations; and overseeing internal business operations. The Coordinator must be extremely well-organized, flexible, solutions-focused, and resourceful with top-notch written and verbal communication skills. A high level of professionalism and discretion is crucial for this role. The Coordinator is a key player in ensuring that the Advancement team has the leadership and guidance to successfully share the ASPCA’s mission of making the world a better place for animals and the people who care about them.

Who We Are

The Development division is responsible for raising funds to fuel our lifesaving mission by engaging individuals and organizations to support our work. The Advancement team, within the Development division, cultivates, advances, and stewards major donor and foundation relationships.

What You’ll Do

Coordinator, Advancement reports directly to the SVP, Advancement and has no direct reports.

Where and When You’ll Work

• This is a hybrid position and will require occasional commuting to the 8th Ave ASPCA located on 8th Avenue in New York City.

• Ability and willingness to travel up to 10% annually, as needed.

• Able to work a flexible schedule when needed including days, evenings, weekends, and holidays

What You’ll Get

Compensation

Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, location, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and staff compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary range for this role is set forth below and may be modified in the future.     

• The target hiring range for this role is $29.33 - $31.25 / hour

Benefits

At the ASPCA, you don’t have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include, but are not limited to:

• Affordable health coverage, including medical, employer-paid dental, and optional vision coverage.

• Flexible time off that includes vacation time, sick and bereavement time, paid parental leave, 10 company paid holidays, and paid personal time off that allows you even more flexibility to observe the days that mean the most to you.

• Competitive financial incentives and retirement savings including a 401(k) plan with generous employer contributions — we match dollar for dollar up to 4% and provide an additional 4% contribution toward your future each year.

• Robust professional development opportunities including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field, and so much more.

Responsibilities:

Responsibility buckets are listed in general order of importance, and include but are not limited to:

Donor Stewardship & Events

Support donor stewardship efforts across the Advancement team, including:

• Assisting with the coordination and administration of the Subaru Loves Pets grants program by organizing and creating impact reports for over 600+ shelter grantees; and support internal teams as directed
• Supporting content generation for donor reports, pitch sheets, and presentations
• Communicating with donors on occasion through phone calls and correspondence
• Tracking all workplace giving through monitoring of several giving portals, ongoing wire claims and check processing, and providing monthly projections

Assist with donor events and engagement, including:

• Developing elements required for successful implementation of the ASPCA’s annual Humane Awards Luncheon, including promotional materials, invitations, programs, digital materials, gift tracking, and donor acknowledgements
• Managing logistics for small donor stewardship events, including venue research, invitation design, meeting facilitation, and internal stakeholder engagement
• Following up on pledges from donors to ensure that they are fully received
• Designing and adapting Airtable databases to address needs and manage projects across teams
• Monitoring key team analytics, such as email engagement, donor interactions, and corporate partner outreach
• Creating and finetuning department presentations using Canva and PowerPoint

Administration

Manage specific departmental administrative duties, including:

• Serve as vendor point-person for operations, processing vendor set-up forms, payment requests, and invoices; serve as Advancement resource on expense policy
• Schedule internal and external meetings on behalf of the Advancement team
• Manage in-person, hybrid, and remote meetings seamlessly, including set-up, agenda preparation, note taking, and follow up
• Completing team travel logistics and itineraries
• Overseeing the Advancement team’s digital filing system, ensuring consistency
• Reviewing admin functions and institute process improvements to simplify and streamline
• Serving as the team’s in-office point person to manage office supplies, branded giveaways, mail, and in-person meeting set up

Serve as key administrative support to the SVP, Advancement, including:

• Preparing and submitting expense reports for the SVP
• Providing management support of the SVP’s calendar and internal communications, fielding inquiries and representing the SVP’s input on occasion
• Maintaining knowledge of the SVP’s priorities and workflow and the Advancement team’s long-term and short-term goals
• Maintaining the highest level of confidentiality while handling sensitive information and issues
• Acknowledging team members’ anniversaries and milestones, and sharing Advancement updates with other departments

Qualifications

• Proficiency in Microsoft Office required; proficiency in Canva, Adobe products and databases like Airtable or CRMs like Salesforce a plus
• Excellent written and oral communication skills, and high level of professionalism and discretion; ability to artfully flex communication styles to audiences
• Exceptional organizational skills; motivated by getting things done and done well
• Strong attention to detail – does not let anything slip through the cracks
• Friendly and good humored with keen ability to build rapport and authentic, trusting relationships across the organization; comfortable following up with senior leaders in support of SVP’s priorities
• Proactively problem-solves and takes appropriate initiative to implement solutions
• Flexible; can easily adapt to changes and help others do the same
• Cultivates a climate in which diverse perspectives are solicited, encouraged, valued, and respected
• Sets a high standard by exhibiting transparency, integrity, honesty, and strong ethical principles
• Unafraid of hard conversations and approaches them openly, quickly, and kindly
• Ability to communicate clearly in person, over the phone, and via email, which may involve speaking and listening for extended periods
• Ability to exemplify ASPCA’s core values, behavioral competencies, and commitment to diversity, equity, and inclusion

Language

• English

Education and Work Experience

• High School Diploma or GED required, B.S. or B.A. preferred
• 4+ years of professional experience required, preferably in fundraising or client services (e.g. donor stewardship support, experience managing donor events)
• Previous experience in a nonprofit environment preferred
• 3+ years of experience providing administrative support strongly preferred, including supporting expense reports, travel logistics, meeting coordination and calendar management

Additional Information

• Other duties as assigned
• Ability to sit for extended periods while working at a desk or computer
• Occasionally lifting and carrying light office supplies, generally not exceeding 20 pounds
• Manual dexterity and eye-hand coordination allowing for proficient use of keyboard, mouse, and other office equipment

Language:

Education and Work Experience: