Details

Prospect Management & Major Gifts Coordinator

Anticipated hiring: Immediate

Westminster School, one of the leading small independent boarding schools in the country, is a diverse, co-educational high school, a close-knit community of approximately 190 employees and 430 students (75 percent boarding, 25 percent day students) set on a 200-acre campus in Simsbury, Connecticut. Since its founding in 1888, Westminster School has been committed to the core values of community, character, balance, and involvement. Our motto – virtute et numine – by grit and grace – defines and distinguishes the Westminster experience, our community, and our alumni.
 
The Prospect Management & Major Gifts Coordinator plays a pivotal role in Westminster School's Advancement Office by overseeing the prospect management system and providing comprehensive administrative support to the Major Gifts team. This position partners closely with frontline fundraisers and the Director of Advancement Services to ensure the integrity of donor data, track movement across donor pipelines, facilitate strategy meetings and effective communication with stakeholders, and coordinate the backend systems that drive successful solicitations and stewardship. This is a year-round, full-time position (35 hours per week) requiring flexibility to work occasional evenings or weekends.
 
Responsibilities:
Prospect Management (65%)
  • Maintain up-to-date and accurate major gift portfolios in RENXT, ensuring accurate tracking of prospect interactions and gift histories.
  • Track prospect movement across stages of the pipeline (qualification → stewardship).
  • Prepare and distribute monthly performance reports, visit dashboards, and giving summaries.
  • Coordinate regular portfolio strategy meetings with MGOs and Advancement leadership.
  • Collaborate on list segmentation for campaign priorities (e.g., Financial Aid, Endowment, TWF).
  • Support the creation of solicitation packets, briefings, and follow-up materials.
  • Conduct brief prospect research on new or reactivated prospects to identify potential major donors, assessing their capacity and affinity for the school.
  • Identify new pipeline candidates from annual giving, events, and alumni and parent engagement
  • Refine and manage a moves management system to monitor the progress of donor cultivation and solicitation efforts.
  • Assist with donor wealth screening and proactive portfolio discovery projects.
  • Maintain up-to-date prospect profiles and giving histories in RENXT.
  • Work with Advancement Services to ensure clean, consistent prospect records.
  • Develop and maintain internal reports to track visit volume, close rates, and stewardship follow-through.
  • Contribute to ongoing system improvement efforts, including reporting automation and dashboard refinement.
 
Administrative Support for Major Gift Officers (35%)
  • Maintain documents in support of the Board of Trustees in coordination with the Director of Advancement.
  • Help to coordinate staff calendars, schedule meetings, travel arrangements and related tasks for Major Gift Officers.
  • Maintain calendars, timelines, and reminders for prospect management, stewardship outreach, pledge reminders, and reporting deadlines.
  • Prepare briefing materials, proposals, and correspondence for donor meetings and events.
  • Manage expense reports and budget tracking related to major gift activities.
 
Qualifications:
  • Bachelor’s degree required; experience in advancement or related fields preferred.
  • Proficiency in donor database systems (e.g., Raiser’s Edge) and Microsoft Office Suite.
  • Strong organizational skills with attention to detail and the ability to manage multiple projects.
  • Excellent written and verbal communication skills.
  • Ability to handle confidential information with discretion.
  • Must be positive and get along with visitors, vendors, students, and colleagues.
 
To Apply:
This is a non-exempt (hourly) position that offers a competitive pay rate and excellent benefits, including outstanding health care coverage and retirement plan. To apply, please send a cover letter and resume to the Director of Human Resources, Pamela Daly, at pdaly@westminster-school.org.
 
Westminster School is an Affirmative Action Equal Opportunity Employer and encourages applications from candidates of color. Westminster School reaffirms its long-standing nondiscriminatory policy and employs individuals of any race, religion, sexual orientation, gender identity, or national origin to all the rights, privileges, programs, and activities generally accorded or made available at Westminster. Westminster does not discriminate in its hiring, educational policies, admissions policies, scholarship programs, or athletic and other school-administered programs.
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In keeping with our support for a diverse community, Westminster abides by all applicable federal and state laws and does not discriminate on the basis of any protected characteristic, including race, color, religious creed, sex, sexual orientation, gender identity or expression, national and ethnic origin, ancestry and/or disability in administration of its educational policies, admissions policies, scholarship and loan programs, and athletic and other school-administered programs. Westminster admits students of any race, color, national and ethnic origin to all the rights, privileges, programs, and activities generally accorded or made available to students at the School. 
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