Advancement Coordinator

Job Description

Job Description

Position Title : Advancement Coordinator

Location : Claremont, CA/Onsite

Employment Type : Full-Time / Non-Exempt

Why Webb?

At The Webb Schools, our mission and values shape daily life. Grounded in the pillars to think boldly and creatively, act with honor and moral courage, lead with distinction, and serve with a generous spirit, Webb is a vibrant, purpose-driven boarding and day school community. With a 104-year legacy and a culture rooted in character, intellectual curiosity, and authentic relationships, Webb is a place where faculty and staff are empowered to do meaningful work that advances both student growth and institutional excellence.

Summary :

The Advancement Coordinator is a key member of Webb’s Advancement team, supporting fundraising, donor engagement, and office operations. The role coordinates accurate gift processing, donor stewardship support, and constituent data integrity, while coordinating events and communications. Providing excellent customer service to alumni, parents, and campus visitors, the Advancement Coordinator works closely with campus partners—including the Business Office, Admission, Marketing/Communications, and the Alf Museum—to ensure a seamless and professional experience that advances Webb’s mission and philanthropic goals.

Essential Duties & Responsibilities

Specific responsibilities may include but are not limited to:

Department support :

• Provide high-level administrative and operational support to ensure the effective functioning of the Advancement Office.

• Coordinate calendars, meetings, and travel for the Chief Advancement Officer (CAO) and department staff
• Track departmental budgets and reconcile expenses in coordination with the Business Office
• Manage office inventory, supplies, donor materials, and published collateral
• Organize and maintain digital file systems to ensure accessibility across the team
• Coordinate facility reservations and submit work orders for events and meetings
• Document and support board, committee, and departmental meetings, including agendas and minutes

Database management :

• Ensure the accuracy, integrity, and effective use of constituent data to support fundraising and engagement efforts.

• Manage and maintain data in Raiser’s Edge and related platforms
• Process and reconcile gifts in accordance with Webb policies and CASE standards
• Generate reports and data lists to support analysis and decision-making

Constituent engagement:

• Support donor relations and engagement efforts across the Advancement program.

• Coordinate donor acknowledgment processes, pledge reminders, and stewardship communications
• Support alumni, parent, and community engagement initiatives
• Manage the preparation and distribution of donor and event materials

Event coordination:

• Support the planning and execution of Advancement events.

• Manage event registration platforms and webpages
• Assist with event communications and outreach
• Coordinate event logistics, including setup, registration, and on-site support

Required Qualifications :

Minimum Education:

• High school diploma or equivalent

Experience :

• Three or more years’ relevant office or administrative experience
• Strong attention to detail
• Strong organization and project coordination skills

Preferred Qualifications :

Education:

• Bachelor’s degree or equivalent

Experience :

• Experience with project coordination, event coordination or similar experience in a non-profit or educational environment
• Experience with CRM systems highly desired (Raiser’s Edge)

Core Competencies/Skills :

• Strong commitment to customer service and ability to work effectively with a diverse school community.
• Solid troubleshooting and problem-solving skills with the ability to communicate technical concepts clearly.

• Other Requirements:

• A criminal background check is required and must be successfully completed before employment can begin.
• Ability to sit, stand, walk, and lift up to 50 pounds.
• Frequent use of hands for typing, device repair, and equipment handling.
• Ability to work across multiple campus locations and in classroom settings.
• Occasional after-hours or weekend support may be required for school events or critical system issues.

MISSION & VALUES:

Webb’s mission is to provide a dynamic learning community that nurtures and inspires our students and alumni to:

• Think boldly, mindfully, and creatively;

• Act with honor and moral courage;
• Lead with distinction;
• Serve with a generous spirit.

As part of this work, we are committed to fostering an inclusive school community characterized by openness, acceptance, and empathy, where all members are valued, respected, and supported. Our community is strengthened by the diverse views, beliefs, backgrounds, and experiences of our students, faculty, staff, and alumni. Embracing diversity in all its many forms is essential to our mission to create a nurturing learning community that fosters tomorrow’s leaders.

Physical Requirements:

The physical requirements are representative of those that must be met by an employee to successfully perform the essential functions of this position. As prescribed by law, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Compensation & Benefits:

The estimated pay scale represents the typical pay range The Webb Schools reasonably expects to pay for this position, with offers determined based on several factors which may include, but not be limited to, the candidate’s experience, expertise, skills, education, job scope, training, internal equity, geography/market, etc. This pay scale applies to the current posting only.

The Webb Schools provides a competitive and comprehensive benefits program, including medical, dental, and vision insurance; generous sick and vacation time; paid holidays; and participation in retirement programs designed to support employees throughout their careers.

Equal Opportunity Statement :

The Webb Schools are an Equal Employment Opportunity Employer. We are committed to providing equal employment opportunities and do not discriminate based on perceived or actual race, color, national or ethnic origin, religion, sex, pregnancy (or any related conditions), age, marital status, military or veteran status, medical condition, gender/identity/expression, sexual orientation, or any other characteristic protected by state or federal law.

Employment:

This position is “at-will”. This means that both Webb and the hired employee have the right to terminate the employment relationship at any time, with or without advance notice, and with or without cause. There is no employment contract, actual or implied.