Advancement Assistant (Data and Events)

Primary Responsibility

The Advancement Assistant (Data and Events) is responsible for gift management, maintenance of all Advancement records, and event support and preparation. Specifically, the Assistant is responsible for maintenance of all constituent records, gift processing, data entry and reporting, mailing lists and production, and production of all event materials. The Advancement Assistant works closely with the Director of Events and the Advancement Manager for Alumni Engagement & Philanthropy and also provides administrative and clerical support for the Executive Director of Institutional Advancement.

Desired Start Date

August 1, 2026

Classification

Non-Exempt

Salary Range

$27-30/hour

Systems Thinking and Data Management

• Meticulously manage all donor and gift information, pledge documentation, and timely acknowledgements
• In partnership with the Advancement Associate, support the process of comprehensive quarterly pledge reminder processes for annual, event, and leadership giving
• Manage the maintenance, data input, data integrity, and accuracy of Hamlin’s constituent database (The Raiser’s Edge)
• Ensure continuity and accuracy of contact data across all constituent information systems: internal constituent database (The Raiser’s Edge); parent-facing database (Veracross); email system for alumni and PALs (MailChimp)
• Produce with accuracy and excellence constituent reports, mailing lists, mail merges, volunteer data lists, and financial reports as requested by members of the Advancement team
• Remain current on system updates and bring excellence to the work of data management to ensure accurate, personal, and timely communication
• Maintain and update all office, prospect, and donor records and files– digital and print

Project Management

• Manage the workflow of daily tasks related to gift entry and acknowledgements, while also planning for and executing on near term data and production projects
• Under the guidance of members of the Advancement team, complete all administrative production, mailing, and organization of solicitations, invitations, event materials (i.e. name tags, signs, swag, etc), and stewardship mailings

Team Collaboration

• Uphold the values of Hamlin; demonstrate cultural humility and competency and a commitment to an anti-bias approach to work; seek professional development and learning opportunities in diversity, equity, and belonging
• Operate with an all-hands-on-deck approach to large community events, large projects, and creative problem-solving; a true love of team collaboration is essential

General Office Support

• Manage office purchases and all school stationery and communications materials, and maintain accurate expense information for the EDI
• Schedule, reserve rooms, and request appropriate set-up for committee meetings
• Perform general administrative tasks in support of fundraising, events, and communications
• Provide back-up coverage for Hamlin front desk when needed

Physical Demands

• Must be able to view and operate a computer frequently and consistently, especially in the preparation of reports, crafting and responding to emails, viewing presentations, etc.
• Must be able to talk and hear to communicate effectively with school population and the public
• Must be able to travel safely and comfortably across urban campus for a variety of events and meetings, often several in a work day
• Must be physically able to assist, when necessary, with event set-up and breakdown, including lifting up to 25 lbs.