Administrative Services Coordinator

Administrative & Communication Coordinator – Job Description Kirkwood School District Foundation (KSDF) The KSDF Administrative & Communication Coordinator plays a key role in supporting the mission of the Foundation to advance educational opportunities and student success. This position manages the day‑to‑day administrative, financial, and development operations that sustain the Foundation’s philanthropic impact. The ideal candidate is a highly organized, detail‑oriented professional who thrives in a collaborative, mission‑driven environment. They will support donor stewardship, database management, financial reporting, event coordination, and communications efforts – all contributing to the success of fundraising and grantmaking initiatives that benefit students, educators, and the community. Key Responsibilities Administrative & Operational Support Provide daily administrative support to the Executive Director and Foundation Board and staff. Prepare and distribute materials for Board and committee meetings, including agendas, reports, and minutes. Manage incoming and outgoing mail, donations, and general correspondence. Maintain organized filing systems (digital and hard copy) for donor records, financials, and Foundation documents. Coordinate with vendors, service providers, and schools to ensure smooth operations. Assist in onboarding and training staff or volunteers in donor management systems. Support planning and execution of fundraising campaigns, special events, and giving initiatives such as alumni drives, scholarships, and sponsorship programs. Coordinate “Named Awards” and scholarship processes, including recipient communications, check requests, and recordkeeping. Donor & Financial Management Maintain and manage the donor database (add, delete, merge accounts, and import donations). Process and reconcile all contributions, pledges, sponsorships, and matching gifts. Prepare and deposit funds weekly, print and reconcile checks, ensuring accuracy across reports, the donor database, and QuickBooks. Generate monthly financial and donor reports for the Executive Director and Treasurer. Create and mail donor thank‑you letters, pledge reminders, and year‑end tax acknowledgments. Support annual audit preparation and maintain accurate records of all financial activity. Communications & Community Engagement Maintain and update Foundation website content to ensure accurate, engaging, and timely information. Manage and grow the Foundation’s social media presence by creating posts and monitoring engagement. Design and produce donor communications, newsletters, and marketing materials using Microsoft Word, Canva, or similar tools. Draft written content for donor appeals, thank‑you messages, and public updates that highlight Foundation impact. Promote events, student success stories, and donor recognition through consistent brand messaging. Work with the executive director and board of directors to plan events; including but not limited to Chili Bowl, Spring Fling, sponsorship events, and more. Qualifications Bachelor’s degree in nonprofit management, communications, business, or related field preferred. Minimum 2–3 years of experience in nonprofit administration or development (educational foundation experience a plus). Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). Experience with donor databases (Bloomerang preferred). Familiarity with QuickBooks or other accounting systems. Proficiency in Canva and social media management platforms. Excellent written and verbal communication skills. Strong organizational skills and attention to detail. Ability to work independently, manage multiple priorities, and meet deadlines. Passion for supporting education and student opportunities. Valid driver’s license required for local banking, events, and outreach as needed. The candidate will be expected to be in office as required by the Executive Director. A part‑time remote schedule will be discussed. Please email cover letters and resumes to View email address on click.appcast.io and View email address on click.appcast.io. #J-18808-Ljbffr