Advancement Communications Coordinator

Job Description

The Office of Mission Advancement seeks a highly organized, detail-oriented, and mission-driven Advancement Communications Coordinator to oversee the planning, production, and distribution of print communications that support fundraising, donor stewardship, and mission engagement initiatives.

This position plays a vital role in ensuring the successful execution of direct mail appeals, donor publications, newsletters, campaign materials, and other printed communications. The Advancement Communications Coordinator serves as the primary liaison among internal stakeholders, designers, writers, printers, mail houses, and external vendors to ensure projects are completed on time, within budget, and to the highest quality standards.

The ideal candidate possesses strong project management skills, experience coordinating print production, and an appreciation for mission-focused communications that inspire engagement and support.

Key Responsibilities

Print Project Management

• Coordinate the design, planning, scheduling, and production of fundraising appeals, newsletters, stewardship communications, brochures, and special publications.
• Develop and maintain project timelines to ensure all print projects are completed accurately and on schedule.
• Some design work.
• Collaborate with internal stakeholders to gather content, supervise outsourced design work, review proofs, and manage approval processes.
• Monitor project budgets and production costs while identifying opportunities for efficiency and cost savings.
• Maintain project records, production schedules, and mailing calendars.

Production Coordination

• Serve as the primary point of contact for printers, mail houses, designers, photographers, and other production vendors.
• Coordinate print specifications, estimates, bids, proofing, and production schedules.
• Review proofs and production materials to ensure accuracy, quality, and brand consistency.
• Oversee mail preparation and distribution logistics for fundraising appeals and donor communications.
• Troubleshoot production issues and implement solutions to maintain project deadlines.

Fundraising and Donor Communications Support

• Support the development and execution of direct mail fundraising campaigns and donor stewardship communications.
• Coordinate production schedules for annual giving appeals, campaign materials, acknowledgments, and donor impact reports.
• Work closely with advancement staff to ensure communications align with fundraising goals and donor engagement strategies.
• Assist in tracking mailing performance and maintaining production documentation for future campaigns.

Content and Asset Management

• Maintain organized archives of publications, production files, mailing lists, photography, and creative assets.
• Ensure version control and accessibility of project materials across departments.
• Assist with content review and proofreading to ensure consistency, accuracy, and adherence to organizational standards.
• Support the maintenance of branding and messaging guidelines across print communications.

Qualifications

Required

• Bachelor's degree in Communications, Marketing, Project Management, Business Administration, or a related field.
• Three or more years of experience in print production, project coordination, publishing, fundraising communications, or a related area.
• Demonstrated experience managing multiple projects and deadlines simultaneously.
• Strong organizational, administrative, and vendor management skills.
• Excellent written and verbal communication abilities.
• Proficiency with Microsoft Office, Canva, and project management tools.
• Strong attention to detail and commitment to quality control.

Preferred

• Experience working in nonprofit organizations, advancement offices, educational institutions, or faith-based organizations.
• Experience with graphic software.
• Familiarity with direct mail fundraising and donor communications.
• Knowledge of print production processes, mailing services, and vendor management.
• Experience coordinating annual reports, newsletters, or large-scale publications.
• Understanding of the Catholic Church and mission-centered communications.

Personal Characteristics

• Strong commitment to organizational excellence and mission effectiveness.
• Exceptional organizational and time-management skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Collaborative and service-oriented approach to working with colleagues and external partners.
• Detail-oriented with a focus on accuracy and quality.
• Creative, Adaptable, proactive, and solution-focused.

About the Employer

The Missionary Society of St. Paul the Apostle ("The Paulist Fathers") is a community of Catholic priests that seeks to introduce the Good News of Jesus Christ to all people, especially those beyond the Church walls, and to accompany Catholics who feel apart from the Church.