Advancement Coordinator

EPACENTER

Job Description

Advancement Coordinator

Organizational Overview

EPACENTER is a vibrant hub for creativity and cultural engagement headquartered in East Palo Alto that is dedicated to inspiring imagination and activating the creative potential of all who seek greater access to artistic opportunities in San Mateo County. EPACENTER unites individuals of every age through artistic expression, supports career pathways in creative fields, and celebrates the rich cultural heritage of our community.

EPACENTER presents a dynamic range of public programs, including live performances, exhibitions and installations, stimulating lectures, curated film screenings, and spirited community events. Its comprehensive classes in digital, visual, culinary, and performing arts offer abundant opportunities for personal growth, skill development, and the discovery of lifelong passions for every age.

Designed as an inviting and accessible 25,000-square-foot space, EPACENTER is a welcoming gathering spot where people of all abilities explore their talents, engage with inspiring ideas, and flourish creatively.

Position Overview

The Advancement Coordinator executes fundraising, earned revenue, communications, and customer service strategies that contribute to EPACENTER's financial sustainability and community visibility. The position coordinates and plays an essential, hands-on role in ensuring that donor engagement, rental operations, ticketing, concessions, and public communications are implemented smoothly and effectively.

Core Responsibilities

Fundraising (30%)

• Process and acknowledge all gifts accurately and promptly, ensuring donor records are maintained and data integrity is upheld.
• Support individual, foundation, corporate, and government fundraising campaigns, including appeals, acknowledgments, and stewardship communications.
• Conduct prospect research to support donor cultivation, sponsorship development, and institutional fundraising strategies.
• Assist with grant proposal preparation, donor reporting, and campaign-related collateral.
• Generate donor lists, reports, and mailing segments to support fundraising goals.
• Manage calendar of grant applications, and individual, corporate and government solicitations

Earned Revenue (30%)

• Serve as the first point of contact and coordinate facility rentals, including booking inquiries, contract preparation and issuance, scheduling, and day-of execution in partnership with other departments.
• Coordinate ticketing operations for concerts, screenings, and other public programs, ensuring a smooth box office and front-of-house experience.
• Coordinate concessions sales, including staffing, inventory tracking, and sales reconciliation.
• Provide excellent customer service to renters, patrons, and community partners.
• Track earned revenue activities and prepare reports for the Director of Advancement.

Communications (25%)

• In collaboration with program staff, generate content for social media, print, billboard, banner, web, and media campaigns.
• Coordinate the creation and distribution of digital and print marketing collateral, including flyers, e-newsletters, signage, and advertisements.
• Draft and edit content for social media, email campaigns, and the website.
• Manage EPACENTER's social media channels and content calendar to promote programs, rentals, and fundraising campaigns.
• Maintain the image and video library to support storytelling and promotions.
• Track engagement metrics and campaign performance to inform future strategies.

Administrative Support (15%)

• Maintain accurate and confidential donor, rental, ticketing, and concessions records.
• Support departmental budget tracking, vendor invoicing, and data reporting.
• Coordinate internal calendars, schedules, and production timelines for advancement activities.
• Provide general administrative support to the Board, Board Chair, Executive Director, and Director of Advancement, and assist with special projects as assigned.

Qualifications

• 4–5 years of professional experience in nonprofit fundraising or earned income operations required.
• Experience with communications, including websites, social media, and print.
• Strong organizational and project management skills with excellent attention to detail.
• Proficiency in CRM or donor database systems, ticketing or point-of-sale platforms, and basic marketing tools (e.g., Canva, Adobe).
• Excellent writing, editing, and verbal communication skills.
• Proficiency in Microsoft Office and Google Workspace.
• Ability to work evenings and weekends as needed to support events.
• Collaborative, adaptable, and committed to EPACENTER's mission and values.

Position Details

• Status: Full-time, 37.5 hours per week. Daily, in-person, on-site presence is required, with occasional evening and weekend assignments tied to events and fundraising activities.
• Reports to: Director of Advancement.

Work Environment & Physical Requirements

This position operates in a standard office environment with frequent work in event spaces. The role requires prolonged periods of sitting, frequent walking and standing, and occasional lifting or carrying of items weighing up to 25 pounds. Responsibilities include regular use of computers, telephones, and office equipment, as well as pushing or pulling doors, cabinets, and drawers. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Equal Opportunity Employer

EPACENTER is an Equal Opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, veteran status, or other protected categories covered by EPACENTER's nondiscrimination policy.