Donor Services Coordinator

Reports to:
Head of Philanthropy (HP)

Position Summary:
The Donor Service Coordinator is directly responsible for the comprehensive management of the donor database (eTapestry) ensuring that data entered can be pulled in a consistent, accurate way. Working closely with the Head of Philanthropy, the Donor Services Coordinator will be responsible for the accuracy and timeliness of all donor records and communications. This role will be involved in all aspects of the Philanthropy office from volunteer management, event planning, communications, research, and record keeping.

Gift Processing

  • Develop and implement yearly processes for updating database and continue to clean up
  • Process all gifts and pledges into eTapestry
  • Process and mail the follow-up acknowledgment/receipt letters
  • Maintain and process all matching gifts
  • Manage monthly pledge reminders and recurring gifts
  • Reconcile monthly with the Business Office, and provide requested information for audit
  • Respond to requests from donors, volunteers, and staff in a timely manner
  • Manage and maintain gift processing procedures and update as needed
  • Ensure that every gift and pledge is managed seamlessly so that the donor is officially thanked within 72 hours of receiving the gift or pledge
  • Stay current on best practices and tax/legal issues related to gift processing
  • Update the campaign reports and have current campaign reports easily accessible.
  • Prepares weekly reports of all gift activity
  • Support all thank you/stewardship events for all donor levels
  • Support HP and Director Annual Fund and Alumni in keeping records in eTapestry up to date of all interactions with donors

eTapestry Database

  • Manage the operation, maintenance, data input, data integrity and accuracy for eTapestry
  • Importing and entering new student and new grandparent information, connect relationships
  • Train and guide others in the use of eTapestry; coordinate periodic training of all Philanthropy staff on current and new applications, and train Business Office as needed/requested, and troubleshoot issues with eTapestry
  • Coordinate prospect management process for major, and capital supported by the Head of Philanthropy
  • Collaborate with business office concerning eTapestry problems and procedures -

Stewardship Activities

  • Prepare mailing lists for communications when sending to “friends of the School” and other constituents of the School Reporting
  • Create and manage reports for Philanthropy Office and special events
  • Create and manage reports for Business Office and Headmaster as needed
  • Prepare donor lists for the Annual Report
  • Manage wealth engine and eTapestry subscription
  • Prepare yearly wealth screening reports for all constituents
  • Website/ Enotify
  • Update donor lists
  • Prepare contact lists for eNotify
  • Prepare philanthropy related eNotify emails
  • Other Duties as Assigned by the Headmaster


  • B.A. or B.S. from four-year college;
  • Proficient with Microsoft Office, especially Excel and Power Point, and Google Sheets and Docs–
  • Demonstrated project management, time management, and organizational skills;
  • Agility to manage details of multiple and complex projects within firm schedules, to set priorities that accurately reflect the relative importance of activities or job duties, and to carry out event goals in a manner that enhances the image of Presbyterian School;
  • Proven success in engaging and motivating volunteers, donors, and colleagues;
  • Ability to prioritize and respond with a high degree of urgency and accuracy to the needs and requests of others;
  • Accurately provide and receive information in oral and written communications;
  • Strong ability to prepare reports, timelines, and correspondence as necessary;
  • Knowledge of social protocol and etiquette;
  • Create a positive environment where two-way communication and trust are established;
  • Ability to come to a resolution quickly without jeopardizing the event/program or relationships with people involved;
  • A results-orientated individual who demonstrates the ability to work well with people at all levels, warmly developing relationships while simultaneously employing keen judgment;
  • Ability to work independently with minimal supervision;
  • Clearly communicate the mission and vision of the School and the purpose of each activity to ensure everyone works efficiently toward the same goals;
  • Will adhere to the Association of Fundraising Professionals’ Code of Ethical Principles and Donor Bill of Rights.

If you're interested in the position, please submit resumes and letters of interest to Ashlea Taylor, Head of Philanthropy, and complete an employment application online.

Presbyterian School seeks to attract qualified candidates from diverse backgrounds to its faculty, staff and student body who are able to support and further the mission of the school.  Accordingly, all positions on the faculty and administrative staff will be filled solely on the basis of merit and without reference to the applicant's age, sex, disability, ethnic or national origin. In light of the school's religious nature, it does reserve the right to consider an applicant's or employee's religious beliefs and practices in employment decisions.