Advancement Services Assistant (Temporary) - Mid-Pacific Institute

SALARY RANGE: $21.63 To $24.52 Hourly

JOB SUMMARY

Provides administrative and event support for the Institutional Advancement Office, including Fund Raising, Donor Relations, Alumni Relations, and Communications. Position reports to the Associate Director of Advancement Services. Maintains files for IA office, responsible for all gift entry, acknowledges donations and event payments, prepares deposits, runs reports, prepares mailing and donor lists.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following: (Other duties may be assigned)

• Prepare, process, and post all donations and event payments into the Raiser’s Edge database

• Generate acknowledgement letters for all gifts to Mid-Pacific

• Enter new student and parent information, and update all constituent records

• Provide reports as needed for the Institutional Advancement team as needed

• Maintain correspondence files for funding sources, including parents, alumni, friends, corporations, foundations and other donors or prospects

• Maintain database in Raisers Edge, including parents, alumni, friends, corporations, foundations and other donors or prospects. Include changes in address, contact information, any relevant personal updates (marital status, etc.)

• Update Policies and Procedures Handbook as needed

• Work closely with Business Office, Records, and other departments

• Review and update constituent records to capture current and accurate constituent information.

• Review pledges, payments received and outstanding balances prior to sending Pledge Reminder letters at the beginning of the month

• Complete annual tax deduction letters for select constituents

• Update scholarship endowment reports for donors

• Scrub mailing and donor lists for accuracy

• Make and receive phone calls, internal and external

Assist Associate Director of Advancement Services by:

• Creating data integrity across the system

• Creating queries and exports to generate prospect and/or donor lists

• Exporting and editing mailing lists

• Reporting donor statistics and financial analysis of appeals and events

• Running pledge status reports, and sending monthly pledge reminders

• Assisting with annual importing of new families into the database

• Assisting with annual reconciliation reports with the Business Office

• Attends and/or assists at Advancement events when necessary

SCHOOL SAFETY

• Participate in the development of a safe and healthy workplace.

• Comply with the instructions given for their own safety and health and that of others, in adhering to safe work procedures.

• Take reasonable care to ensure their own safety and health and that of others.

• Report any injury, hazard or illness immediately to their Supervisor and Human Resources.

• Not place others at risk by any act or omission, not willfully or recklessly interfere with safety equipment.

• Act as a role model by demonstrating safe work behaviors.

• Identify, assess if necessary, and control hazards within the area of responsibility.

• Ensure that equipment/supplies are properly maintained.

• Maintain relevant knowledge of safety laws.

• Mandatory reporting of sexual abuse to law enforcement or child protective services, and Human Resources. Sexual abuse includes child molestation, any actual or alleged illegal or otherwise wrongful sexual conduct with a minor, and serial sexual misconduct, any actual or alleged illegal or otherwise wrongful sexual conduct with more than one victim; and committed by or alleged to have been committed by any perpetrator who is not a student of an included entity.

PROFESSIONAL COMPETENCIES

• Demonstrating Professional Body of Knowledge: A professional demonstrates an understanding of practice area knowledge and appreciates learning more about this practice area and beyond.

• Professional as a Learner: A professional engages in career-long professional learning and ongoing critical reflection to identify opportunities for improving leadership, mentoring, and collaboration. The inherent nature of a professional staff member is a keen, lifelong passion for learning, and a deep curiosity and wonder about people, events, and places.

• Fostering Effective Relationships: A professional builds positive working relationships with colleagues, other departments, and the community.

• Establishing an Inclusive Environment: A professional creates a safe, caring environment that is inclusive of and engaging for others.

• Professional as a Leader: A professional seeks leadership opportunities.

QUALIFICATIONS

To perform this job successfully, an individual must be highly detail-oriented with a critical degree of accuracy regarding data entry and analysis. Individual must have good interpersonal and organizational skills, ability to prioritize work and to perform multiple tasks simultaneously while adhering to deadlines. This Individual must also have strong problem-solving and analytical skills, ability to take responsibility, to work well as a team member, and to work independently. Individual must have the ability to understand and follow directions, and complex policies and procedures, and ability to maintain confidentiality of work. Individual must possess strong written and verbal communication skills, and have sound judgment.

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Graduation from Business College or satisfactory completion of two or more years at an accredited University or College with coursework in accounting, marketing and/or ICS. Prefer working knowledge of Raiser's Edge or other donor software system.

LANGUAGE SKILLS

Excellent verbal and written communication skills with attention to grammar, spelling and format at professional level. Must be very proficient in Google Suite, including merging, and be skilled at proofreading documents.

COMPUTATIONAL SKILLS

Must be very proficient in MS Excel, with ability to analyze, sort, and format spreadsheets. Must have ability to create reports and exports using query parameters.

REASONING ABILITY

Requires ability to work independently with attention to detail. Must be highly organized and efficient and able to handle multiple projects and meet deadlines.

WORK SCHEDULE

12-month position, 40-hour workweeks. Regular work hours are Monday through Friday 7:30 am - 4:00 pm, however, these hours may vary depending on several factors. Must be flexible to work outside business hours to meet deadlines and support school events.

PHYSICAL DEMANDS

Our campus consists of multiple buildings on 44 hilly acres that requires frequent walking including uphill and stairs. The individual is required to talk and hear, often required to sit and use their hands and fingers, to handle or feel and to manipulate keys on a keyboard. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required include close vision.

MENTAL DEMANDS

On a daily basis employee must frequently problem solve, make decisions, interpret data, organize, write, plan, and clearly communicate.

EQUIPMENT USE

Raiser’s Edge, Google Docs, Microsoft, Excel, Computer

WORKING CONDITIONS

Indoor – frequently, Outdoor – occasionally, Loud Noise – occasionally, Cold Temperatures – frequently, Hot Temperatures – occasionally

WORK ENVIRONMENT

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Mid-Pacific Institute provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, marital status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.