Advancement Associate, Administrative​/Clerical

Advancement Associate

The Hill Museum and Manuscript Library (HMML) invites applications for the full-time, benefit eligible position of Advancement Associate. This is a hybrid position, 3 days onsite in Collegeville and 2 days work from home. Occasional travel to in-state events, no overnights.

Founded in 1965, HMML holds the world's largest archive of manuscript photographs in both microfilm and digital format. HMML identifies manuscript collections around the world that need photographic preservation and online access. Its archives now contain more than 500,000 complete manuscripts, ranging in size from large codices of hundreds of folios to brief documents consisting of just a few leaves.

Located on the campus of Saint John's University in Collegeville, Minnesota, HMML is a 501(c)3 not-for-profit corporation that contracts with the Order of Saint Benedict (OSB) for employees and employee services.

The Advancement Associate plays a key role in supporting HMML's fundraising, donor engagement, communications, and relationship-building efforts. The position provides comprehensive administrative and operational support across Advancement, with responsibilities spanning donor and constituent data management, gift processing and stewardship, grant administration, communications, events, Board and committee support, and departmental operations.

Working closely with the Chief Advancement Officer, Director of Advancement Operations and Annual Giving, and other HMML leaders, the Advancement Associate coordinates projects, communications, and activities that support the organization's fundraising and engagement priorities. The position maintains accurate and confidential constituent and gift records, prepares reports and meeting materials, coordinates donor and event logistics, supports grant administration, and manages relationships with vendors and other external partners.

Through strong organization, attention to detail, sound judgment, and responsive service, the Advancement Associate helps ensure that HMML's Advancement operations are efficient, professional, and focused on building meaningful relationships with donors and supporters.

Visit (Use the "Apply for this Job" box below). to learn more about the places, people and communities that have been part of HMML's global story, and the manuscripts in HMML's digital and microfilm collections.

The Order of Saint Benedict offers competitive salaries and a comprehensive benefits program.

Advancement Operations, Database Support, & Gift Processing

• Maintains accurate and up-to-date constituent records in Every Action, including contact information, giving history, biographical information, relationship notes, and other relevant data.
• Develops and runs queries, reports, and distribution lists to support fundraising, communications, stewardship, events, and Board activities.
• Processes charitable contributions, pledges, recurring gifts, donor-advised fund distributions, matching gifts, and other contributions as appropriate, ensuring timely and accurate recording and acknowledgement.
• Coordinates with Business Manager to reconcile gifts and resolve discrepancies in donor or contribution records.
• Prepares and distributes gift acknowledgement letters, tax receipts, pledge reminders, tribute notifications, and other donor correspondence.
• Tracks returned mail, address changes, deceased constituents, and other updates and ensures appropriate database follow-up.
• Maintains Advancement calendars, project trackers, and deadlines.
• Serves as Advancement's primary user for Pay Pal, monitoring and reconciling incoming donations and processing refunds for digital imaging orders as needed.

Donor Communications & Stewardship

• Supports the production of reports, donor correspondence, grant proposals, and other communications as requested.
• Coordinates the production and distribution of targeted print and digital communications in partnership with Advancement and Communications staff.
• Maintains communication calendars and tracks deadlines for recurring donor and Advancement communications.
• Coordinates with designers, printers, graphic designers, and other vendors to ensure accurate and timely production of Advancement materials.
• Assists with preparation of donor briefing materials, including giving histories, contact reports, donor profiles, and other relevant information.
• Supports donor recognition and stewardship activities, including recognition lists, publications, event materials, and personalized communications.
• Manages the HMML general email inbox (hmml) and ensures correspondence is routed promptly to the appropriate staff member.
• Assists with website and digital communications updates as assigned.

Grant Administration & Management

• Provides administrative support for the development, submission, tracking, and management of institutional grants and funding proposals.
• Maintains a centralized calendar of grant deadlines, reporting requirements, award periods, and other key deliverables.
• Coordinates the collection of information,…