Advancement Operations Coordinator

Advancement Operations Coordinator (Full-Time)

Royal Palm Academy – Naples, Florida

Hiring range: $25–$29 per hour | 40 hours/week | On-site | 12-month administrative position

Start date: As soon as possible (flexible through July 2026 for an exceptional candidate)

Royal Palm Academy, a joyful and thriving independent Catholic PK–8 school in North Naples, Florida, is seeking a full-time Advancement Operations Coordinator to support the growing work of our Advancement Office.

This is a task-oriented, execution-driven role supporting donor stewardship, events, communications, alumni engagement, and advancement operations. The Advancement Operations Coordinator plays a critical behind-the-scenes role in advancing the school’s mission and ensuring a high-quality, hospitable experience for donors, families, alumni, and community partners.

This role is designed for someone who enjoys execution, takes pride in follow-through, and is comfortable working from clear direction while managing many details independently.

This position is well-suited for candidates with a background in events, hospitality, communications, customer service, or high-detail administrative support, and for those who thrive in fast-paced, deadline-driven environments with changing priorities.

Position Overview

The Advancement Operations Coordinator reports to the Director of Advancement and works closely with Advancement leadership and the Head of School. This is a high-trust, high-execution role requiring professionalism, discretion, adaptability, and the ability to manage multiple priorities simultaneously.

This role is fully on-site and includes occasional evening and weekend work during peak event cycles.

Key Responsibilities

Donor Stewardship and Gift Processing

• Prepare donor acknowledgments, thank-you letters, and stewardship communications.
• Support gift entry, pledge processing, and record updates in Blackbaud Raiser’s Edge NXT.
• Maintain accurate and confidential donor, alumni, and parent records.
• Assist with tracking of in-kind gifts, sponsorships, and donor touchpoints.

Event and Hospitality Support

• Provide logistical and hospitality support for Advancement-led events, including the Gala, Fashion Show, donor receptions, alumni events, and community gatherings.
• Build and manage event ticketing in GiveSmart, including attendee communications, updates, and special requests.
• Prepare event materials (name tags, signage, place cards, seating charts, programs, check-in processes).
• Support vendor coordination, supplies, volunteer organization, and event-day execution.
• Serve as a warm, professional presence for guests, donors, and volunteers.

Communications and Administrative Support

• Support outbound communications, reminders, and follow-ups related to Advancement initiatives.
• Assist with preparation of newsletters and updates (Advancement, alumni, PVO).
• Maintain shared files, event documentation, Advancement archives, and PVO materials.
• Provide scheduling support for meetings and donor or vendor appointments.
• Prepare mailings, packets, and printed materials as needed.

Data, Reporting, and Systems

• Enter and maintain data in Raiser’s Edge NXT with accuracy and attention to detail.
• Pull basic lists and reports for appeals, stewardship, and event follow-up.
• Update sponsor information, logos, and recognition materials for print and digital use.
• Make simple updates in Canva using established Advancement templates.

Professional Expectations

Strong candidates will demonstrate:

• Alignment with the Catholic mission and values of Royal Palm Academy.
• A service-oriented, can-do approach and willingness to step in wherever needed.
• The ability to manage competing priorities in a deadline-driven environment.
• Calm execution under pressure during peak event cycles.
• Flexibility and problem-solving when plans change.
• Professional discretion and confidentiality with donor and school information.
• Warmth, professionalism, and hospitality when representing the Advancement Office.

Qualifications

• Undergraduate degree strongly preferred (hospitality, communications, marketing, public relations, or related fields a plus).
• Experience or demonstrated interest in events, hospitality, nonprofit work, advancement, customer service, or administrative support strongly preferred.
• Strong organizational skills, attention to detail, and follow-through.
• Comfort with databases, ticketing systems, and digital tools; CRM experience is a plus but not required.

Training will be provided. Reliability, follow-through, and execution matter more than prior system knowledge.

Growth Pathways

As experience develops, the role may grow to include:

• Increased responsibility for managing specific events or event components.
• Expanded execution responsibility for sponsorship fulfillment and stewardship initiatives.
• Alumni engagement support and contact management.
• Supervised outreach support to LYBUNT/SYBUNT and emerging donor segments.

Position Details

• Full-time, on-site, 12-month administrative position.
• 40 hours per week (typically 7:30–4:00 daily).
• Compensation range: $25–$29 per hour, commensurate with experience and demonstrated capability.
• Compensation is reviewed annually, with increases tied to execution, reliability, and expanded responsibility.
• Occasional evening or weekend work required for events.
• Reports to the Director of Advancement, with additional projects from the Head of School.

To Apply

• Please submit a Resume/CV in Adobe PDF format to Michael Bussman, Head of School, at mbussman@royalpalmacademy.org .
• To receive best consideration, applicants should include a brief introduction, email, or cover letter explaining what interests you about Royal Palm Academy and why you are interested in joining a small, execution-focused Advancement team.
• This role is appropriate for early-career professionals or experienced candidates seeking a mission-driven, operations-focused position with meaningful responsibility and growth potential.
• As part of our application process, selected candidates will be asked to complete a short, online, 12-minute pre-screening cognitive assessment.