Advancement Services Officer

Position: Advancement Services Officer
Reports to: Director of Advancement
Hours: Full time role, with some after-hours and weekend work required
Date: June 2018
Job Purpose: As part of the Advancement Team, provide logistical and administrative support for the College’s friend-raising and fundraising activities in order to build and sustain enduring positive College community relations

Major responsibilities:

Database
• Manage and maintain excellent relevant and accurate alumni and donor records on the College’s database, Synergetic
• Maintain and update database from return to sender mail
• Update database following events to capture new community data
• Manage valedict data
• Prepare relevant alumni and donor reports using the College’s database to support Advancement strategies
• Within the College’s Privacy and Research policies, research major gift prospects (individuals, families and organisations), prepare profile reports and file or track appropriately

Fundraising
• Work, as appropriate, with the Director of Advancement, staff, Council, St Andrew’s College Alumni Society and volunteers in supporting the College’s friend-raising programs and activities
• Work with the Director of Advancement to plan and coordinate the Annual Giving program, drafting collateral and coordinating mail outs
• Manage all donations to the College including receipting, thanking and following up donors, maintain donor records including pledge reminders, and donor and prospect files

Stewardship
• In consultation with Director of Advancement, organise a range of stewardship events:
• The Annual Founders’ & Benefactors’ Service/Dinner
• Bequest Club meetings & function/s
• Individual donor and student meetings
• Organise a range of stewardship activities to ensure existing donors are well-stewarded, for example, corresponding with the donors of named scholarships regarding award recipients and information on their funds, and liaising with students regarding their scholarship thank you letters, organizing meet & greets with benefactors and their scholarships recipients
• Coordinating with the Principal’s Office to deliver the Christmas card list & signing
• Coordinate the updating of the Honour Boards via levels of giving lists

Alumni and Community
• Work, as appropriate, with the Director of Advancement and Advancement staff to support the College’s friend-raising programs and activities
• Maintain all Advancement stewardship events in the College calendar & database
• Collecting and reporting on alumni news, activities, honours and awards, and achievements
• Provide logistical and administrative support for alumni and community events
• Act as a point of contact for and about St Andrew’s alumni & build with alumni a keen interest in, and desire to support, the College and its objectives
• Prepare briefing notes on people attending functions

Administrative Support
• Provide administrative support to the Director of Advancement • Assist with the preparation of Board Papers and reports
• Event administration including managing RSVPs, database event & community maintenance
• Administrative and other duties as required including production of nametags, physical mail outs, letter writing, invitation creation or signage for events.

Key Selection Criteria:
• Relevant university degree or extensive relevant experience and applicable qualifications
• Excellent inter personal, oral and written communications skills
• Demonstrated ease and empathy with a diverse range of stakeholders, both within the organisation and externally (particularly older individuals)
• Demonstrated initiative and ability to work independently with general direction and broad supervision, as well as the ability to work closely with a small team to achieve results
• Discretion and reliability for confidentiality in the conduct of alumni/community business
• Excellent organisational and administrative skills, with demonstrated ability to meet deadlines
• Very good event administration skills
• Excellent attention to detail, particularly in relation to the production of print ready material, research and document management
• High level of technical competence in alumni/community databases. Experience in the use of Synergetic, MS Query and Crystal Reports is highly desirable
• Excellent computer literacy skills, with solid experience in MS Office, particularly Word and Excel, and with email and internet platforms
• Experience in fundraising/ development, and familiarity with the tertiary educational environment would be highly regarded

Other job-related information
• A current full unrestricted work permit / visa for Australia is required.
• Some after-hours work is required, especially in relation to attending after hours alumni and donor events