Development Administrative Coordinator

Staff / Full-Time

Gann Academy, Waltham, MA

Under the direction and supervision of the Chief Advancement Officer (CAO) and the Senior Advancement Officer, the Development Administrative Coordinator is responsible for managing the core department operations including gift processing, acknowledgments, invoices, and reconciliation with the Business Department. The administrative coordinator is also responsible for prospect research. This position performs various administrative and support functions including maintaining the master department calendar and supporting the planning and execution of the annual fundraising campaign.


Gift Processing, Acknowledgments and Data Management Duties:

  • Input and track all donations in Raisers Edge platform including credit card payments, online payments and gifts of stock or appreciated securities.
  • Create and send all donor acknowledgment letters.
  • Create and send all Tribute gift recognition cards.
  • Execute standard queries from Raisers Edge such as financial reports and solicitor reports.
  • Create ad hoc queries, exports and reports as needed related to fundraising and events.
  • Accurately track constituent groups and adjust as needed.
  • Execute all mailed and emailed communications using a variety of platforms.
  • Work collaboratively with the business and admission offices to coordinate data and ensure financial reconciliation.

General Database, Research, and Administrative Duties

  • Work with the CAO to implement our prospect research program.
  • Produce research and briefings using online database services and internet resources.
  • Create and manage reports, meeting schedules of both staff and volunteer driven prospect management activity.
  • Compose, create, and edit a variety of written materials.
  • Coordinate, prepare, and distribute electronic mailings.
  • Manage all materials and supplies for the department.
  • Maintain the master project calendar for the Advancement Department.
  • Partner with Advancement Team with Direct Mail projects.
  • Other administrative functions as needed.


  • High level of accuracy and detail oriented.
  • Excellent customer service skills.
  • Ability to work collaboratively with colleagues.
  • Ability to work independently and effectively in a changing, fast-paced environment.
  • Possess strong computer skills in MS Office Suite: Excel, Word, PowerPoint, etc.; mail merge skills required; fluent with web-based communication and technology; excellent email etiquette.
  • Ability to prioritize several projects, assimilating information with accuracy and consistent attention to detail and meet schedules and deadlines with minimal supervision; possess excellent logistics management and program organization skills.
  • Self-starter with excellent decision-making capabilities.
  • Possess effective written and oral communication skills with a solid understanding of business rules, spelling, grammar, and punctuation.


  • Bachelors Degree preferred.
  • Office experience preferred, experience in an academic or development office or school environment a plus.
  • Experience with Raisers Edge Platform preferred, but not required.
  • Technologically literate in all key business support systems (Word/Excel/PowerPoint)
  • Excellent writing and editing skills


Physical demands include dexterity for office machine/supply operation including but not limited to computer, telephone, copy machine, and printers. Stooping, bending, and reaching for files or supplies, and sitting or standing for extended periods of time are common.


Gann Academy is an equal opportunity employer. It is the policy of the school to prohibit discrimination and harassment of any type and to afford equal employment opportunities to employees and applicants, without regard to race, creed, color, religion, national origin, sex (including sexual orientation, gender identity or expression), and pregnancy, age, physical or mental disability, genetic information, or veteran status.


External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.


This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9.


Gann Academy offers an attractive and competitive package of benefits to our employees. Health and wellness benefits include individual and family plan health insurance, group life insurance, temporary and long-term disability benefits, and health savings and flexible spending accounts. In addition, employees benefit from a very generous amount of time off, including vacation and sick time, and for both Jewish and secular holidays. Gann also has a 403(b)-retirement plan with employer matching.

Life at Gann Academy

Gann Academy is mission-driven and innovative and is committed to a diverse professional community. Professional engagement with diversity and multiculturalism informs both our pedagogy, our work, and our programming.

Most of all, Gann offers a community of smart, collaborative, and compassionate professionals who care about their work, their school, and their colleagues. We help one another learn, solve problems, and have fun. Consistently, Gann professionals tout the support and teamwork of their colleagues as a unique highlight of their Gann experience, and one in which Gann is different from any other school or community. Come find out for yourself!

Gann Academy

Waltham, MA
High School
All Gender