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Advancement and Operations Manager

Chicago Waldorf School

Chicago, IL, USA Remote

Full time


Jul 13

The Advancement and Operations Manager (AOM) supports cultivation and record management of donor relationships, from personalized outreach, to data and record management, to stewardship. The right candidate must excel at oral communication, persuasive and inspiring writing, active listening, relationship building, and teamwork. They must also enthusiastically embrace working for a mission-based organization and have an open willingness to learn about the Chicago Waldorf School’s mission.

As a member of the administrative team, this person must be flexible, collaborative with all faculty and staff, welcoming and kind to parents and students, and an enthusiastic representative of the Chicago Waldorf School.

Responsibility 1:

  • Donor Cultivation and Strategy

Enthusiastically engage with parents and community members at in-person events and in daily interactions on campus. Work with Advancement Director to design individual cultivation plans and eventual solicitation requests.

  • Cultivate Relationships

Attend school events, interact with parents and community members on campus, engage through email and social media, all while representing the value of the school.

  • Donor Research

Establish backgrounds and interests of donors. Keep detailed records of donor information for the Advancement Director.

  • Fundraising and Campaign Strategy

Participate in fundraising strategy with the Advancement Director. Meaningfully participate in the work of the Community Fund Committee and Capital Campaign Committee.

Responsibility 2:              

  • Event Planning Leadership

Lead school event implementation, including vendor coordination and managing volunteer support.

  • Event Planning Management

Lead event implementation, from ordering supplies to set-up and clean-up, to volunteer management. Willingness to work after hours and weekends.

  • Community Council and Volunteer Liaison

Work closely with Community Council Leadership and other parent volunteers in all planning efforts of school events. Attend meetings, including occasional evening Community Council meetings.

  • Event Communications

Work with the Communications Manager to support advertising of events.

  • Event Registration

Lead and manage event registration, including creating event registration forms in Blackbaud Raiser’s Edge, producing registration reports, analyzing reports, and hosting registration experience at all events.

Responsibility 3:

  • Record and Database Management

Lead all management of Blackbaud Raiser’s Edge database. Continue to build out alumni database in school’s community portal. Must have experience in Blackbaud Raiser’s Edge.

  • Raiser’s Edge Database

Process gifts and acknowledgements. Generate and analyze reports. Create custom reports. Present analyzed reports to Advancement Director, Community Fund Committee, and Capital Campaign Committee.

  • Electronic/Paper Records

Maintain proper records for all funds and grants. Be prepared for annual audit and DASL. Collaborate with the Finance Office for monthly, quarterly, and/or annual record reconciliation.

  • School Portal

Build and maintain alumni database in the school portal.

  • Grants

Properly record all grants and produce required reporting.

Responsibility 4:

  • Advancement Communication

Support communications for all campaigns, funds, grants, and cultivation events at the direction of the Advancement Director.

  • Community Communications

Support the Advancement Director and Communications Manager with community emails, social media campaigns, and advertising for advancement activities.

  • Presentations

Support the Advancement Director with presentations to the school, community, Board, and others. This includes writing a Board report eight times per year.

 Responsibility 5:

  • Operations Support    

Support the operations of the building at the direction of the Advancement and Operations Director. This might include all or some of the following:

  • IT Liaison

Work with in-house IT and/or IT consultant to ensure all IT needs are addressed.

  • Printer, Copier, Phone

Ensure all printers, copiers, and phones are working, maintained, and supplied.

  • Building Supplies

Ensure all building supplies are ordered and stocked.

  • Cleaning Consultant

Ensure that the cleaning consultant is satisfying the contracted agreement with school. Ensure building is properly supplied.

  • Campus Life

Ensure all school events, assemblies, and activities are properly supported.

Responsibility 6:

  • Enlivened Workplace

As a member of the administrative team, this person must maintain a flexible and collaborative attitude with all faculty and staff; present a welcoming attitude with parents and students; and be an enthusiastic representative of the Chicago Waldorf School.

·        A willingness to assist all CWS employees with tasks that might fall outside of job description.

·        Serve as a substitute for indoor and outdoor duties.

·        Offer support to parents and students at all times.

·        Be a positive representative of CWS at all times on campus.

Qualifications and Expectations

1.      Must have experience and proficiency in Blackbaud Raiser’s Edge.

2.      Outstanding oral communication, persuasive writing, and active listening skills.

3.      Enthusiasm for socializing with community members and growing relationships.

4.      Polished and professional.

5.      Ability to multi-task.

6.      Enthusiasm for working with children Pre-K-12, parents, volunteers, co-workers, and community members.

7.      Ability to thrive in a dynamic, open-office, team-based environment.

8.      Excellent project planning skills.

9.      BA and at least 1-3 years of work experience. Proficiency in a variety of technology programs and platforms, and willingness to learn additional:

a.      Photoshop, InDesign, Illustrator, etc.

b.      Microsoft Word, Excel, PowerPoint, etc.

c.      Social media, including LinkedIn

10.  Ability to maintain confidentiality of all information regarding employee communications and personal matters, staff records, faculty records, student records, and personal matters.

11.  Willingness to embrace and continue to study the Chicago Waldorf School, its pedagogical philosophy, and the wider Waldorf education movement.

We encourage you to forward this job opening to others who may be interested. To apply please send your resume and letter of interest to: recruitment@chicagowaldorf.org.

Equal Opportunity Employer

The Chicago Waldorf School is an equal opportunity employer. It is the school’s policy to grant equal employment opportunity to all qualified persons without regard to race, sex, color, religion, national origin, ancestry, age, marital status, sexual orientation, physical or mental handicap, military status, citizenship status and other status protected by federal, state, or local law. The school provides equal opportunities in employment, promotion wages, benefits and other terms and conditions of employment. It is the school’s policy to make reasonable accommodations as required under the law. The school offers a competitive salary commensurate with experience and benefit package including full tuition remission.

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