Office Assistant, Development

Job Description:

Position Summary:

The Office Assistant, Development provides administrative and operational support to the Development team within the Advancement Office.  The position reports to the Associate Vice President for Development and supports the AVP as well as frontline fundraising, planned giving, and corporate and foundation relations staff.

The position functions within the operational core of the Development office, interacting with major donors and senior College staff, and providing support to both on-site and remote team members engaged in fundraising activities. The position also serves as a primary point of contact for alumni, parents, and other constituents contacting the office by phone or in person.  

The role requires strong organizational skills, independent judgment, and the ability to manage competing priorities across multiple teams in a fast-paced environment. Additional requirements include professionalism, discretion, and effective communication and data management abilities, as well as the capacity to anticipate operational needs. The position supports the overall efficiency and effectiveness of the Development office. Occasional evening or weekend hours are required in support of donor events, reunion, and campaign activities.

Responsibilities:

Development Team Support

• Supports the AVP and frontline team with calendar management, meeting preparation, and briefing materials for donor visits and off-campus meetings

• Serves as the friendly and professional first point of contact for visitors and callers, acting as a knowledgeable and welcoming guide.

• Supports and coordinates team travel: logistics, itineraries, and background materials for donor visits and off-campus meetings

• Prepares correspondence, memoranda, meeting materials, proposals, invitations, and gift acknowledgement

• Maintains confidential donor documentation and departmental files, both electronic and physical

Events and Meetings

• Assists with logistics and material preparation for on- and off-campus events, including donor visits, prospect events, committee meetings, staff meetings, retreats, campaign planning sessions, and planned giving seminars

Financial and Data Administration

• Coordinates planned giving beneficiary and tax reporting, grant requests, and disbursements

• Maintains and proofreads donor data and gift tracking information; entering and maintaining contact reports, proposals, and constituent records in the College's CRM; running basic queries and portfolio reports as requested

• Prepares and submits expense reports; monitors departmental budget lines and processes purchase orders, invoices, and reimbursements Office Operations

• Coordinates onboarding and offboarding logistics for new and departing staff as needed

• Serves as the point of contact for office supply inventory, equipment, facilities requests, and deliveries

• Performs other duties as assigned

Education & Experience

Required

• Associate's degree and three or more years of administrative experience

• Experience working with confidential donor, financial, and personal information

• Experience with data management and financial reporting

Preferred

• Bachelor's degree

• Experience in higher education advancement, nonprofit fundraising, or another relationship-driven professional environment

• Experience supporting travel-heavy teams or coordinating complex scheduling across multiple calendars

• Experience with Google Workspace and Microsoft Office Salesforce CRM a plus

• Planned giving, tax or financial reporting experience a plus

• Equivalent combination of education and experience

Knowledge, Skills, & Abilities

• Demonstrated results-orientation and a problem-solving approach to challenges

• Exceptional interpersonal skills

• Demonstrated ability to make sound decisions

• Strong oral and written communications and organizational skills

• Demonstrated ability to work successfully in a collaborative team environment

• Ability to work within a fast-paced, high-volume environment

• Disposition to take initiative and be a self-starter but willing to seek assistance when needed

• Demonstrated ability to manage multiple priorities across several supervisors and to meet deadlines

• Exceptional attention to detail in written work, data entry, and document preparation

• High degree of proficiency with data management and financial reports    

• Proficient in Salesforce CRM with a strong aptitude for mastering new systems.

Compensation Range:

$20.00 - $22.00 per hour

EEO Policy:

Benefits:

For Benefits Information, please navigate to the following link:

Employment - Work at Hamilton - Hamilton College