FLSA EMPLOYMENT CATEGORY: Hourly; Non-exempt; Administrative; Full time
DEPARTMENT: Advancement
POSITION SUMMARY:
The Advancement Services Assistant will provide a structured, systematic and comprehensive range of support services to ensure the overall efficiency of the Advancement Office. The position requires the ability to work independently with limited supervision and as part of a team and reports to the Senior Director of Advancement Services. The Advancement Services Assistant must have strong written and verbal communication, administrative, and organization skills and the ability to handle confidential information with discretion, be adaptable to various demands, and demonstrate the highest level of customer service and response.
SUPERVISION RECEIVED/EXERCISED:
This position reports to the senior director of advancement services and has no supervisory responsibilities.
ESSENTIAL FUNCTIONS:
• Demonstrate knowledge of the department database and operational structure. Apply understanding of the strategic goals, organization practices, and critical policies and regulations that impact the college. Train new staff on essential database functions.
• Oversee, manage, and assist advancement staff in maintaining a comprehensive and accurate fundraising record management process. This includes all donor records as well as constituent records for alumni, parents, and friends of the college.
• Process all incoming gifts to Alma College in a timely manner. This includes but is not limited to gifts by check, credit card, payroll deduction, and stock transfer.
• Ensure adherence to IRS gift policies, acknowledgement data requirements, CASE Campaign Reporting Standards for gift acceptance and reporting; and compliance with college gift acceptance and reporting policies.
• Ensure the timeliness and accuracy of gift receipts to donors in accordance with IRS, CASE and PPP standards.
• Provide backup to Assistant Director of Engagement in the Alumni Relations area.
• Under the direction of the supervisor of this position, fulfill report requests from internal and external constituencies.
• Periodically update and review reference material and manuals.
• Maintain cooperative working relationships with staff, faculty members, administrators, alumni, parents, and friends.
• Hire, supervise and train any student worker assigned to Advancement Services.
• Serve as primary backup to the Executive Assistant for Advancement, covering tasks such as answering the main phone line, processing constituent requests regarding gifts, contact information changes, and arranging office coverage for the Hood Building.
• Support Advancement team activities, for example; Homecoming and special events.
• Other duties as assigned.
REQUIRED QUALIFICATIONS:
• Ability to handle confidential information
• Excellent verbal/written communication skills
• Ability to multi-task and meet deadlines
• Excellent organizational and interpersonal skills
• Ability to travel
• Ability to work evenings and weekends, as needed
• Valid driver’s license with good driving record
PREFERRED QUALIFICATIONS:
• Bachelor’s degree
• Previous fundraising database management experience in higher education or non-profit organizations
• Experience working with underrepresented, first-generation, Pell-eligible, and diverse populations.
PHYSICAL REQUIREMENTS:
• Tasks may involve extended periods of time at a keyboard or work station
• Walking, climbing stooping, standing
• Lifting up to 20 pounds
APPLICATION PROCESS:
Interested candidates must submit the Alma College application, letter of interest, and a resume via the apply now button below. Applications will be accepted until January 6, 2025.
Alma College is classified as a selective Baccalaureate College: Diverse Fields by the Carnegie Foundation for the Advancement of Teaching. Committed to academic excellence and development of responsible leaders, Alma’s students thrive on challenging academic programs in a supportive, small-college environment emphasizing active, collaborative learning and close student-faculty interaction. Alma is a private Phi Beta Kappa institution located in the center of Michigan’s Lower Peninsula.
Alma College is an Equal Opportunity Employer, and is committed to recruiting and retaining a diverse faculty, staff and student body.
Alma College recognizes that we are all transformed when we celebrate and value the varied identities backgrounds, experiences, and perspectives in our campus community. We are committed to recognizing and removing barriers to success and providing equitable access to opportunities through education and advocacy. In our increasingly diverse campus and world, we pledge to create a climate where everyone is safe and free to grow intellectually, spiritually, and emotionally. For more information about the College, visit www.alma.edu.