Advancement Coordinator

Job Description

About JPG
St. John Paul the Great Catholic High School is an independent, Catholic, co-educational classical liberal arts high school founded in 2022 in Denver, Colorado. Under the patronage of St. John Paul II, JPG forms disciples of Jesus Christ through a classical curriculum, a robust
discipleship formation program, athletics, outdoor expeditions, and the Household System - a structured discipleship model at the heart of school life. JPG is now entering its fifth year of operation and growing toward full enrollment of 400 students.

Operative vision: JPG is a Catholic school that classically educates students through the formation of a Christ-centered worldview.

Role: Advancement Coordinator
Reports to: Director of Advancement
Direct Reports: None
Salary Range: $55,000-$75,000, plus eligibility for benefits (health, dental, vision, paid leave, company-sponsored retirement plan with matching funds available)

Candidate Profile:
The Advancement Coordinator must be a Catholic in good standing with the Catholic Church, who assents to the Church's teachings on all matters - with particular care for those concerning the nature of the human person, sexual ethics, and sexual identity. The candidate
shall be a missionary disciple who possesses a zeal for the Lord, living the faith in all aspects of life, and able to speak comfortably and compellingly about the JPG mission to students, families, faculty, and stakeholders.
The Advancement Coordinator is the operational backbone of a growing advancement office. This role is for a meticulous, systems-minded professional who takes quiet satisfaction in accuracy, order, and follow-through, and who understands that behind every successful gift and event is a person who tracked the details. The ideal candidate is discreet with confidential donor and financial information, comfortable living in databases and building systems, and energized
by making the people around them more effective. This is a supporting role by design - its purpose is to free the school's front-line fundraisers and volunteers to do what they do best by ensuring nothing falls through the cracks.

Primary Responsibilities:
Gift Processing & Database Management - 40%
Serve as the school's system of record for giving, ensuring every gift is entered, acknowledged, and reconciled accurately and promptly.
• Gift entry and acknowledgment. Process and record all gifts - cash, check, credit card, stock, and pledge payments - promptly and accurately, generating timely acknowledgment letters, receipts, and required tax documentation.
• Database integrity. Maintain clean, accurate donor records, contact information, communication history, and follow-up tasks in Virtuous and HubSpot, safeguarding strong data integrity across donor and gift records.
• Reconciliation and reporting. Reconcile gift data between the CRM and QuickBooks, flag and resolve discrepancies, and produce fundraising reports, giving summaries, and dashboards for the Director of Advancement and leadership.
• Pledge tracking. Maintain the pledge-tracking table for capital-campaign and annual commitments - recording outstanding pledges, letters of intent, and projected fulfillment dates - and coordinate with finance at year-end close.

Education Freedom Tax Credit (EFTC) & Grants Administration - 25%
Provide the administrative engine behind JPG's tax-credit program and grant calendar, supporting the program leads so no opportunity or deadline is missed.
• EFTC tracking. Track EFTC prospects, commitments, completed gifts, and required documentation, and manage donor follow-up in coordination with the program lead.
• Grant calendar and deadlines. Maintain the master grant calendar, monitor application and reporting deadlines, and keep a weekly priority checklist so nothing slips.
• Application and report support. Gather the internal information needed for applications and stewardship reports, assemble supporting materials, and help edit, format, and submit proposals and required reporting.
• Funder records. Keep organized records for each foundation and grantor - history, deadlines, and next steps - to support timely renewals and stewardship.

Event & Hospitality Logistics - 20%
Own the logistical execution of donor and prospective-family events so they run smoothly and reflect the excellence of the school.
• Event logistics. Coordinate invitations, RSVPs, nametags, materials, seating, and day-of logistics for the gala, scholarship breakfast, and donor and prospective-family events.
• Vendor and material coordination. Coordinate printing, mailings, and vendors, and prepare welcome packets, sponsorship materials, and stewardship resources.
• On-site support. Represent the school with hospitality and professionalism at events, providing reliable on-site execution and prompt follow-up.

Donor Stewardship & Team Administration - 15%
Support the front-line fundraisers with the stewardship touchpoints and day-to-day administration that keep relationships warm and the office running.
• Stewardship touchpoints. Coordinate year-round stewardship - thank-you mailings, donor updates, newsletter distribution, and impact communications - and prepare materials for donor meetings and visits.
• Prospect research support. Assist with basic research on prospective donors - individuals, foundations, and businesses - to help identify giving capacity and alignment with the mission.
• Office and project support. Support scheduling, agendas, and follow-up for the advancement team including the weekly development check-in, and take on other duties as assigned in service of the school's mission.

Out of Scope:
The following are explicitly not the responsibility of the Advancement Coordinator:
• Front-line major-gift solicitation and ownership of a donor portfolio - cultivation, asks, and closing are led by the Director of Advancement and gift officers.
• Setting fundraising strategy, campaign goals, or donor assignments.
• Serving as the EFTC program lead or grant-writer of record - this role supports tracking, processing, and submission rather than owning program strategy.
• Marketing content creation and social media, and admissions/enrollment management and tuition billing, which are owned by other departments.

Qualifications:
• Deep Catholic faith and full alignment with the mission, vision, and values of JPG
• Bachelor's degree preferred, or equivalent professional experience.
• 1-3 years in development operations, database or gift administration, bookkeeping, or a detail-intensive administrative role; nonprofit or Catholic-school experience a plus.
• Proficiency with CRM/database platforms (Virtuous, HubSpot, FACTS, or similar) and strong Microsoft Office and Google Workspace skills.
• Demonstrated accuracy with data entry, financial records, and reconciliation, and proven discretion in handling confidential donor and financial information.
• Exceptional organization, follow-through, and the ability to manage multiple deadlines while supporting a team of front-line fundraisers.

Central Denver Classical High School dba St. John Paul the Great Catholic High School is an equal opportunity employer consistent with its Catholic mission.

About the Employer

St. John Paul the Great Catholic High School exists to form disciples of Jesus Christ. Rooted in truth and joy, we will graduate men and women prepared to witness to the truth and equipped to lead virtuous lives at the service of the Church, our country, and the common good.