Advancement Coordinator

Advancement Coordinator Job Description 2026-2027

Position Overview

Cascades Academy is seeking an advancement professional who is excited to grow with the school. This position offers significant opportunity for professional growth and increased responsibility over time. An exceptional candidate will have the opportunity to develop the skills and experience necessary to assume increasing leadership responsibilities within the Advancement Office.

Cascades Academy was founded in 2003 with a deep commitment to experiential learning,academic excellence, and community engagement. The school is a leader in innovative, 21st century education and will be the first school in Oregon to implement the Mastery Transcript(sending class of 2027).

Now in its 23rd year, the school has grown to 240 students PreK-12 and has expanded its campus footprint to include 45 beautiful acres on the scenic Deschutes River. The school is actively considering its next phase of campus master planning to accommodate future enrollment growth and strategic initiatives.

Cascades Academy strives to cultivate and maintain a supportive, inclusive community for all employees and actively promotes access and inclusion. Cascades Academy values employees who are committed to our mission, are prepared to engage fully in a learning community, and are excited to bring their authentic selves to work. Cascades Academy’s culture is highly collaborative and puts what is best for students at the center of the work.Regularly named one of the Best Nonprofits to Work for in Oregon, our faculty and staff see each other as teammates and feel motivated to do their best work here.

Position Description

The Advancement Coordinator dual reports to the Director of Advancement and Director of Marketing & Communications, with the Director of Advancement serving as the direct supervisor. The majority of the role is dedicated to philanthropic efforts, community engagement, and events, while roughly a third of the role supports marketing, communications, and administration.  

• A typical work day begins at 8:15am, Monday-Friday. End time will vary depending on what needs to be accomplished in a given day, but is typically 4:30-5:00pm.  
• Additional evening and weekend hours are required for events throughout the year. 
• The current role is a full-time, 12-month position however, there may be some flexibility for this to be a 10-month position with two months off during the summer.

Responsibilities

Advancement duties (65%)

Fall Giving Campaign

• Manage and execute the day-to-day operations of the annual Fall Giving Campaign (October - December), in collaboration with the Director of Advancement and Director of Marketing & Communications. Serve as the primary staff lead for the campaign's mass-appeal communications and participation efforts, helping to drive broad engagement and participation among current families, grandparents, alumni, and other members of the school community.
• Draft and coordinate campaign communications, including direct mail appeals, email solicitations, campaign reminders, and social media posts; coordinate with direct mail vendors on all aspects of printing, production, and mailing; and develop and maintain campaign timelines and communication schedules. Manage the Staff Giving Campaign, including communications, participation tracking, reminders, and stewardship.
• Track campaign giving and participation in spreadsheets and fundraising databases; monitor progress toward campaign goals; track participation levels by class and constituent group; and provide regular updates to the Director of Advancement. Prepare and distribute regular school-wide campaign participation updates and other internal communications designed to build momentum and encourage participation throughout the campaign.
• Annual Auction
  • Coordinate and provide operational leadership for the volunteer-led annual Spring Auction, working closely with the Director of Advancement and volunteer Auction Committee to ensure a successful event. Recruit, organize, and support auction volunteers; coordinate timelines and logistics; assist with development and maintenance of the auction website; support the procurement and organization of auction items; coordinate event communications; and provide ongoing staff support to volunteers throughout the planning process.
  • The 2027 Auction will be held on Saturday, March 6. Full-day and evening work is required on the day of the auction, including event setup, event execution, and breakdown. 
• General Event Planning & Support
  • Oversee logistics for events organized by the Advancement Office, including, but not limited to, sending event invitations, taking RSVPs, and organizing vendors  for events such as Grandparents & Special Friends Day, Donor Stewardship Events, Graduation, Alumni Gatherings and special initiatives.
  • Evening work is required approximately 1-3 times per month.
• Community Engagement & Stewardship
  • Establish strong working relationships with volunteers and donors alike, and participate in stewardship and cultivation efforts.
  • Support the Director of Advancement in donor stewardship such as plaques, gifts, birthday cards, etc.
  • Support the planning and execution of Alumni programs and communications.
• Attend and take notes at Board Advancement Committee meetings.
• Gift Processing and Database Management
  • Record, process, and track all gifts and donations, and regularly reconcile with the Business Office. Track and follow up on corporate matching gifts and in-kind gifts. Generate electronic pledge reminders and send gift acknowledgements in a timely manner.
  • Maintain ongoing accuracy and integrity of fundraising database records with exceptional attention to detail. Create and run regular lists, reports, and exports from the database as needed, including solicitation lists and mail merges for annual fund and other fundraising communications.
  • Support year-end annual report, audit, and IRS 990 filing with the Business Office.

Marketing & Communications duties (25%)

• Communications
  • Execute the social media plan through regular posts, stories, and event listings; regularly engage with followers  
  • Update website as directed
  • Source content for, write, and send email newsletter every other week to current families
• Content Creation, Collection, Organization
  • Regularly photograph and/or video school activities with the primary objective of collecting social media and e-newsletter content
  • Maintain media archives; seek out photos/videos from staff members to ensure that all grades are represented in school archives
  • Coordinate professional photography/videography as needed; provide logistical support before and during shoots
  • Organize, order, and track school merchandise and branded materials/supplies
  • Keep school signage and bulletin boards up to date with current events and photos
  • Maintain public-facing school calendar

General Administrative duties (10%)

• Support the coordination of meetings, materials, and communications as needed
• Manage Advancement expense reporting and reimbursements as needed
• Attend weekly Administration meetings and help ensure smooth running of the school
• Weekly admin and teacher relief duties such as providing coverage for the front desk and assisting with parking lot duties.
• Serve in a key backup role for the front office coordinator, assisting with answering the main phone line, assisting students in the wellness room, and assisting students, staff, and families with general needs and questions. 
• Perform other duties as required or assigned by the Director of Advancement or Director of Marketing and Communications

Preferred Knowledge, Skills, Abilities

• 2-5 years of related professional experience in development, community engagement, marketing, and/or communications, preferably in education
• Experience with a customer or donor relationship management system (database) such as Salesforce, Bloomerang, etc.
• Experience creating and curating content for marketing and communications channels like websites, e-newsletters, and social media
• Proficiency in Google Workspace  and Microsoft Office applications
• Superior written, verbal communication, and customer service skills
• Demonstrated commitment to excellence, detail, and ability to prioritize and manage multiple projects simultaneously in a dynamic environment
• Positive attitude, relationship-building skills, a high level of self-motivation, and a strong, responsible work ethic
• Demonstrated ability to work independently and as part of a team, take initiative, think ahead, and be a problem-solver
• Ability to maintain confidentiality and handle sensitive information with integrity