Advancement Support Specialist
Music for All Inc, Indianapolis, IN, United States
ABOUT THE POSITION
The Advancement Support Specialist serves as the operational backbone of the Advancement team, ensuring accuracy, organization, and consistency across all fundraising systems, data, and processes.
This role maintains high-quality data, manages reporting and tracking systems, supports grant and donor workflows, and ensures timely and accurate execution of core advancement functions.
The ideal candidate is highly detail-oriented, process-driven, and analytical, with a strong commitment to accuracy, organization, and continuous improvement.
REPORTING STRUCTURE
This position reports to the Senior Director of Mission Advancement.
RESPONSIBILITIES
Advancement Data & Systems Management
Maintain accurate and up-to-date donor and prospect records in the CRM
Perform regular data audits, reconciliations, and quality control checks
Process gifts with a high degree of accuracy and consistency
Generate reports to support fundraising strategy, forecasting, and reconciliation
Support list segmentation and data pulls for campaigns and communication
Gift Processing & Donor Acknowledgment
Process and record all gifts in alignment with internal and accounting standards
Ensure timely, accurate donor acknowledgments (target: within 48–72 hours)
Maintain documentation for restricted gifts and donor intent
Track pledges and payment schedules
Grant & Reporting Coordination
Maintain and manage the master grants calendar, including deadlines for proposals, reports, and renewals
Track progress on grant deliverables and proactively flag upcoming deadlines
Support collection and organization of data required for grant applications and reports
Assist in preparing draft materials and supporting documentation
Process, Documentation & Workflow Management
Develop and maintain standard operating procedures for advancement activities
Ensure consistent application of data entry standards and internal policies
Identify inefficiencies and recommend improvements to systems and workflows
Support onboarding and training of staff on data and process standards
Administrative & Operational Support
Provide scheduling and coordination support for Advancement leadership
Prepare materials for donor communications, reporting, and internal use
Maintain organized digital files and documentation systems
Support tracking of donor engagement and moves management activity
Additional Responsibilities
Participate in planning and execution of special events; may involve on-site event production duties and travel.
QUALIFICATIONS
2–5+ years of experience in nonprofit operations, development, data management, or administrative support
Experience working with CRM/databases (DonorPerfect strongly preferred)
Strong proficiency in Excel and data handling
Exceptional attention to detail and commitment to accuracy
Highly organized with the ability to manage multiple deadlines and priorities
Strong written communication and proofreading skills
CORE COMPETENCIES
High attention to detail and commitment to data accuracy
Strong analytical and problem-solving skills
Ability to follow, maintain, and improve structured processes
Excellent organization and documentation skills
Comfort working independently on detail-oriented tasks
Ability to manage deadlines with consistency and reliability
Commitment to data integrity, confidentiality, and accountability
WORK STYLE
Thrives in structured, process-driven environments
Takes pride in producing accurate, reliable work
Approaches tasks methodically and thoughtfully
Values clarity, consistency, and organization
BENEFITS
Music for All offers a competitive compensation and benefits package including base salary, health, life, dental, and disability insurance benefits, 401(k) retirement plan, tuition reimbursement, professional development, health savings account, and flexible spending account.
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The Advancement Support Specialist serves as the operational backbone of the Advancement team, ensuring accuracy, organization, and consistency across all fundraising systems, data, and processes.
This role maintains high-quality data, manages reporting and tracking systems, supports grant and donor workflows, and ensures timely and accurate execution of core advancement functions.
The ideal candidate is highly detail-oriented, process-driven, and analytical, with a strong commitment to accuracy, organization, and continuous improvement.
REPORTING STRUCTURE
This position reports to the Senior Director of Mission Advancement.
RESPONSIBILITIES
Advancement Data & Systems Management
Maintain accurate and up-to-date donor and prospect records in the CRM
Perform regular data audits, reconciliations, and quality control checks
Process gifts with a high degree of accuracy and consistency
Generate reports to support fundraising strategy, forecasting, and reconciliation
Support list segmentation and data pulls for campaigns and communication
Gift Processing & Donor Acknowledgment
Process and record all gifts in alignment with internal and accounting standards
Ensure timely, accurate donor acknowledgments (target: within 48–72 hours)
Maintain documentation for restricted gifts and donor intent
Track pledges and payment schedules
Grant & Reporting Coordination
Maintain and manage the master grants calendar, including deadlines for proposals, reports, and renewals
Track progress on grant deliverables and proactively flag upcoming deadlines
Support collection and organization of data required for grant applications and reports
Assist in preparing draft materials and supporting documentation
Process, Documentation & Workflow Management
Develop and maintain standard operating procedures for advancement activities
Ensure consistent application of data entry standards and internal policies
Identify inefficiencies and recommend improvements to systems and workflows
Support onboarding and training of staff on data and process standards
Administrative & Operational Support
Provide scheduling and coordination support for Advancement leadership
Prepare materials for donor communications, reporting, and internal use
Maintain organized digital files and documentation systems
Support tracking of donor engagement and moves management activity
Additional Responsibilities
Participate in planning and execution of special events; may involve on-site event production duties and travel.
QUALIFICATIONS
2–5+ years of experience in nonprofit operations, development, data management, or administrative support
Experience working with CRM/databases (DonorPerfect strongly preferred)
Strong proficiency in Excel and data handling
Exceptional attention to detail and commitment to accuracy
Highly organized with the ability to manage multiple deadlines and priorities
Strong written communication and proofreading skills
CORE COMPETENCIES
High attention to detail and commitment to data accuracy
Strong analytical and problem-solving skills
Ability to follow, maintain, and improve structured processes
Excellent organization and documentation skills
Comfort working independently on detail-oriented tasks
Ability to manage deadlines with consistency and reliability
Commitment to data integrity, confidentiality, and accountability
WORK STYLE
Thrives in structured, process-driven environments
Takes pride in producing accurate, reliable work
Approaches tasks methodically and thoughtfully
Values clarity, consistency, and organization
BENEFITS
Music for All offers a competitive compensation and benefits package including base salary, health, life, dental, and disability insurance benefits, 401(k) retirement plan, tuition reimbursement, professional development, health savings account, and flexible spending account.
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