Advancement Associate (Part Time

Key Responsibilities:

Gift processing & financial coordination

• Track, record, and manage all philanthropic contributions in collaboration with the Finance department
• Ensure accurate, timely gift entry, coding, and reconciliation in preparation for the annual audit; implement accounting best practices

• Draft, prepare, and manage timely donor acknowledgement letters for the Director of Advancement’s signature
• Support donor communications by drafting appeals, stewardship materials, solicitations, retention efforts, and thank-you letters
• Upload, track, and maintain donor engagement in the donor database

• Serve as the primary administrator for Donor Perfect, ensuring data accuracy, integrity, and consistency
• Document all donor correspondence and interactions within the database
• Expand and optimize the use of Donor Perfect across advancement functions. This includes evolving constituencies and tracking of relationships
• Develop best practices and conduct ongoing training for database use

Generate and manage reports, including:

• Weekly advancement reconciliation reports
• Monthly reports for the Advancement Committee and Board of Trustees
• Ad hoc reports to support fundraising strategy, stewardship, and planning

• Provide administrative and logistical support for Parents Association and Advancement events, including:
• Registration, ticket, and expense tracking
• Event-related communications
• Post-event accounting and reporting
• Assist with donor research and prospect tracking
• Support moves management processes, including documenting donor interactions and next steps
• Work collaboratively across departments and with faculty, staff, volunteers, and trustees to reflect and support the school’s community-centered environment
• Assist with event set up and staffing; working occasional nights and weekends as needed
• Aid Director of Advancement with administrative tasks, including mailings, scanning, filing, gift inventory, expense reports, invoices, etc.
• Other duties as assigned

This role is well-suited for candidates interested in deepening their experience in annual fund, major gifts, and capital campaign strategy. GUS offers meaningful professional development opportunities and supports continued learning and career growth within advancement and nonprofit development.

Success in this role is demonstrated by:

• Strong integration into the GUS community and alignment with the school’s mission, vision, and values
• Consistent accuracy, reliability, and accountability in all advancement operations
• Clear, timely, and professional communication with colleagues, donors, and volunteers
• Exceptional attention to detail and follow-through
• Proactive problem-solving and continuous improvement of systems and processes

• 2 years of experience in Advancement or Development, preferably in an independent school or nonprofit setting
• Familiarity with Donor Perfect or a comparable CRM system
• Event planning or event support experience
• Strong organizational, data management, and time-management skills, including managing multiple priorities and deadlines effectively
• Proficiency with Microsoft Office and Google Workspace
• Excel skills, comfort with data analysis, and experience with mail merges preferred
• Demonstrated discretion and confidentiality when working with donor and financial data
• Excellent organizational, communication, and interpersonal skills