Advancement Associate, Administrative​/Clerical

Advancement Associate

The Advancement Associate provides essential administrative and operational support for the Office of Institutional Advancement. This generalist role helps ensure the smooth day‑to‑day functioning of advancement activities, including gift processing, donor acknowledgement, IA event logistics, database and record support, and general office coordination.

This position serves as an important member of the advancement team by supporting fundraising, donor stewardship, donor and alumni engagement, and IA special events. The ideal candidate is highly organized, detail‑oriented, and able to manage multiple priorities with professionalism and discretion.

• Process charitable gifts, pledges, and matching gifts accurately and in a timely manner.
• Prepare and distribute donor acknowledgement letters, thank you correspondence, and tax receipts as appropriate.
• Maintain accurate donor and constituent records, including updates to contact information and gift history.
• Support donor stewardship efforts through reporting, mailing lists, and related administrative tasks.

• Provide general administrative support to the IA team, including but not limited to calendar support, scheduling, filing, data entry, and document preparation.
• Order and maintain office supplies and support general office organization and operations.
• Assist with preparation of reports, meeting materials, agendas, and presentations.
• Coordinate mailings and other routine office projects.
• Support budget and invoice needs for IA team.

• Support planning and execution of advancement‑related events, including donor events, alumni programs, volunteer gatherings, and campus celebrations.
• Assist with event logistics such as invitations, RSVP tracking, nametags, material assembly, vendor coordination, room setup, and day‑of‑event support.
• Help manage guest lists, registration, and follow‑up communications.

• Maintain confidentiality and accuracy in handling donor, alumni, and institutional information.
• Generate lists, reports, and basic data exports to support fundraising and engagement efforts.
• Assist with projects related to annual giving, stewardship, alumni relations, and campaign activities.
• Support data clean‑up and record maintenance efforts to ensure integrity of advancement systems.
• Perform other related duties as assigned to support the goals of the Institutional Advancement team.

• Provide backup support for other Advancement team members during peak periods, staff absences, or special projects.
• Support digital engagement efforts, including updates to giving platforms, event pages, and email communications.
• Help maintain an inventory of advancement materials, including donor recognition items, event supplies, and marketing collateral.
• Participate in cross‑departmental collaboration to support institutional events and initiatives.
• Contribute to process improvements by identifying efficiencies and supporting implementation of best practices.
• Respect and maintain confidentiality, parameters of operation, professional protocols, and individual privacy.
• Perform other duties as assigned by supervisor or their designee.

• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to manage multiple tasks and priorities in a fast‑paced environment while meeting deadlines.
• High level of professionalism, discretion, and ability to handle confidential information.
• Strong written and verbal communication skills.
• Problem‑solving skills with the ability to anticipate needs and take initiative.

• Associate's or bachelor's degree, or equivalent combination of education and experience.
• 1‑3 years of administrative experience, office support, customer service, or related experience.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.

• Bachelor's degree.
• Experience in higher education or nonprofit fundraising, alumni…