Administrative Assistant for Donor Services

Administrative Assistant for Donor Services

The Office of University Advancement, which serves a diverse population of over 18,000 Chatham University alumni and friends, is seeking an Administrative Assistant for Donor Services. The position of Administrative Assistant for Donor Services requires a collaborative and experienced individual, who will provide a broad range of administrative services to the Executive Director of University Advancement and the Office of Donor Services.

The Administrative Assistant for Donor Services will be responsible for donation entry and gift acknowledgment using DonorPerfect fundraising database. They will prepare donation documentation and reports for the University's Finance department. They will assist with on-going maintenance and updates of donor biographical information in DonorPerfect. They will provide general donor and alumni research updates for the fundraisers as well as briefings for the University President.

This position will have the opportunity to work a hybrid schedule with both remote and in person work on a weekly basis. Specific schedules are based on job functions and project workload and are determined with supervisors.

Chatham University strives to promote a campus environment that understands and embraces multiculturalism while increasing individuals' intercultural competence. We actively work to build and sustain a diverse and culturally vibrant campus, which promotes employee and student success and retention. Learn more at: https://www.chatham.edu/mission-and-values/diversity-and-inclusion/index.html.

Duties and Responsibilities:

• Manages the overall gift entry process, including creation of constituent and fund records in accordance with established policies and procedures. Ensure gifts are properly categorized to meet reporting needs, ready to be acknowledged and prepared for deposit. Identifies atypical situations not covered by existing policy and brings to the attention of the Assistant Director of Donor Services and Senior Director of Donor Services for review.

• Responsible for all constituent record updates, including supervising student workers and communicating with other Donor Services staff to clarify needs and priorities. Acts as the project coordinator for constituent data from other University offices that needs to be added and/or updated in the alumni database, as well as Advancement data that needs to be stored outside the alumni database.
• Prepares general research on individual constituents as well as corporate and foundation prospects for Donor Services staff and the Office of the President and Vice President. Ensures that all research is properly recorded and regularly updated in the Advancement database. This position is a hands-on role which requires, in addition to research, maintaining the prospect management system. Data mining, research resources, and analytic software are some of the tools used in this position.

• Works closely with the Assistant Director of Donor Services in the development of the Donor Services policy and procedures manual to ensure consistency, accuracy and efficiency in the storage and use of constituent information.
• Other duties as assigned.

Minimum Qualifications:

• Ability to work both independently and in a team setting.
• Committed to working with diverse colleagues, students, and community members.
• Excellent interpersonal skills, including the ability to manage individuals from diverse backgrounds.
• Bachelor's degree preferred or a combination of education and experience.
• Demonstrated problem-solving skills and customer service experience desirable.
• Demonstrated ability to follow established procedures, bringing all questions to
• Assistant Director of Donor Services.
• Exceptional attention to detail and the ability to understand how constituent and research data is housed and shared.

• Proficiency in MS Office Suite.
• Previous experience with donor or constituent databases and research, preferably in a higher education setting.
• Strong mathematical skills.
• Strong oral and written communication skills.

Salary Range: