Advancement Operations Specialist

Job Description

Job Description

Position Description

Reporting to the Associate Vice President of Advancement, the Advancement Operations Specialis t provides critical administrative and operational support to the Advancement team at Wesleyan College. The role is responsible for maintaining accurate donor and alumnae records, processing gifts, generating receipts and donor correspondence, coordinating pledge reminders, and supporting Advancement events. This position also serves as a first point of contact for the Advancement Office, triaging phone and email inquiries, and provides essential support for reporting and audit preparation in collaboration with the Business Office.

Overview of ResponsibilitiesGift Processing and Records Management

Accurately process gifts and pledges, including checks, credit cards, securities, and gifts-in-kind.

Generate donor receipts, annual statements, and pledge reminders in compliance with IRS guidelines.

Prepare donor thank-you letters tailored to the specifics of each gift.

Maintain accurate and current records in Raiser’s Edge / RE NXT, including biographical updates and basic research.

Reporting and Financial Liaison

Produce standard and ad-hoc reports in Raiser’s Edge and Excel to support Advancement operations and Finance needs.

Assist with preparation of reconciliation reports and routine financial tracking.

Serve as Advancement’s point person for audit preparation, compiling and organizing required documentation in collaboration with Finance under the AVP’s oversight.

Communications and Office Support

Triage the Advancement phone line and shared email inbox, ensuring timely and professional responses.

Schedule meetings, prepare agendas and minutes, and coordinate materials for Advancement staff and alumnae boards.

Provide administrative support including managing invoices, reconciling expenses, and maintaining office supplies.

Events Support

Assist with event preparation and logistics, including running attendee lists, uploading registrations, and creating name tags.

Support Advancement and alumnae events on-site, ensuring smooth execution.

QualificationsEducation & Experience

Undergraduate degree preferred; equivalent combination of education and experience considered.

Minimum of two (2) years administrative experience, preferably in advancement, fundraising, or higher education.

Experience with Raiser’s Edge / RE NXT is required.

Technical Skills

Proficiency in Microsoft Word, Excel, and PowerPoint, with ability to create mail merges, manipulate and format data, and generate reports.

Strong skills in report creation, data entry, and document preparation.

Core Competencies

Strong written and verbal communication skills.

Excellent organizational skills and attention to detail.

Ability to manage multiple tasks and deadlines in a fast-paced environment.

Sound judgment and discretion in handling confidential information.

Team-oriented with a proactive, service-focused approach.

To apply for this position, please upload a resume, letter of interest, and three professional references. Applications missing the requested documents may not be considered.

Employment Information

Wesleyan College is an Equal Opportunity Employer. The College supports equal employment opportunities for all persons without regard to race, color, creed, ethnicity, sexual orientation, religion, gender, national origin, status as a war veteran, age, disability, or any other status protected by law.

Wesleyan College is a certified drug-free workplace. Hiring is contingent upon eligibility to work in the United States, with proof of identity and work eligibility required upon acceptance of an offer. Employment is also contingent upon successfully passing a criminal background check.

Due to the volume of applicants, individual responses may not be provided. Posting may close once a qualified applicant pool is identified.

Why Wesleyan?

Located in Macon, Georgia, Wesleyan College is a close-knit liberal arts community that prepares women to thrive in leadership, service, and the global workforce. With a growing commitment to athletics and student development, Wesleyan offers a supportive and empowering environment for those who are ready to lead with vision and purpose.