ASSISTANT DIRECTOR OF ADVANCEMENT SERVICES

Department:  Alumni Development
FLSA:             Non-Exempt
Reports to:    Director of Advancement Services
Schedule:      Staff, full time, calendar year
Travel:            Rare

POSITION SUMMARY:

The Assistant Director of Advancement Services will apply the standards of practice defined within Advancement Services to maintain a database of 20,000+ records, including importing and exporting from the database, synchronizing with external databases, creating and generating reports and performing data maintenance and data entry tasks so as to maintain the a clean and ordered database. The Assistant Director of Advancement Services will be responsible for managing membership to software platforms accessible by our alumni and synchronize data between those platforms and our core database.  The Assistant Director of Advancement Services will also assist in maintenance and management of the alumni section of our website, including but not limited to setting up event registration and targeted giving pages and other projects as assigned. The position calls for flexibility, excellent interpersonal skills, strong technical skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as the external constituency of alumni and parents. Strong computer skills, as well as sensitivity to confidential matters, are required.  The Assistant Director of Advancement Services will have the capability to adapt as the needs of the School and Department evolve.

 

DUTIES AND RESPONSIBILITIES:

• On demand data export projects, including mailing lists, mail merges and exports for data analysis
• Routine data maintenance projects including processing returned mail and bounced emails
• Create and generate reports for various needs throughout the office
• Routine data entry tasks including parsing data from publications and online sources
• Set up and manage online event registration and giving webpages
• Manage membership and parse data from various web-based platforms available to our alumni
• Maintain an organized calendar of data entry tasks/projects
• Maintain procedural documentation for all responsible tasks
• Periodically perform gift entry into Raiser’s Edge as a backup for the Gift Manager
• Facilitate efficient, accurate and customer-friendly communications/interactions with internal and external customers (faculty, staff, alumni, parents) in all areas related to both the Alumni/Development Office as well as The Hotchkiss School

• All members of the Alumni & Development office are expected to work extended hours during Reunion Weekend in June
• Additional duties and responsibilities as needed and assigned

 

SKILLS AND EXPERIENCE REQUIRED:

• Associates degree plus two years of experience in a fast-paced office environment, or an equivalent combination of relevant education/work experience. Bachelors degree preferred.
• Demonstrated experience and understanding of relational database schema and import/export functions
• A problem-solving mindset. The willingness to try new solutions, fail and try again
• Proficient in Microsoft Word Mail Merges, Excel Functions and Outlook
• Experience with Raiser’s Edge and/or Crystal Reports preferred
• Ability to maintain the confidentiality of sensitive information required
• A  team player with excellent organizational skills, ability to function, act, and make decisions independently, strong interpersonal skills, and ability to prioritize duties effectively
• Excellent writing, spelling, and grammar skills required.
• Keen attention to detail
• Proven success working in a busy and diverse team environment

 

PHYSICAL CONDITIONS:

• Office environment
• Repetitive motion (use of computer keyboard)
• At events, a significant amount of time standing/walking
• Periodic need to carry boxes (no more than 50 lbs), move tables and chairs, hang signs, and other similar tasks

 

ADDITIONAL INFORMATION:

The essential functions and basic skills have been included.  It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities.  Additional functions and requirements may be assigned by supervisors as deemed appropriate.

The Hotchkiss School does not discriminate on the basis of age, gender, religion, race, color, sexual orientation, gender identity, genetic information, disability, or national or ancestral origin in the administration of its educational policies, scholarship and loan programs, athletic and other School-administered programs, or in the administration of its hiring and employment practices.

The Hotchkiss School is a tobacco-free environment.

Please apply online at the link below 

https://recruiting.ultipro.com/HOT1004HOTCH/JobBoard/10eeab0e-8a43-4942-8dd7-bc2aac2ef26d/OpportunityDetail?opportunityId=d11dcdbd-0f33-4c7d-a45c-d6c211cd161a