PURPOSE
The Development Assistant delivers critical administrative and operational support to the Vice President of Institutional Advancement and the Associate Vice President of Development. This role enhances the team's capacity for donor cultivation, solicitation, and stewardship by efficiently managing daily administrative functions, coordinating donor communications, and ensuring the accuracy and completeness of records within the constituent relationship management (CRM) system.
DESCRIPTION
Functional Area 1: Administrative and Operational
Percent Effort: 60%
- Manage complex calendars for the VP of Institutional Advancement and AVP of Development, including donor meetings, campus appointments, and travel
- Coordinate travel logistics, prepare detailed itineraries, and process expense reimbursements for advancement leadership
- Screen and prioritize incoming calls, emails, and correspondence; draft routine responses on behalf of leadership as directed
- Prepare agendas, take accurate minutes, and track action items for development team and committee meetings
- Maintain organized physical and digital filing systems for confidential donor records, gift documentation, and prospect files
- Manage office supplies and general operations for the Advancement suite
- Anticipate scheduling conflicts and proactively resolve competing priorities to protect leadership's fundraising time
- Support special projects and institutional priorities as directed by advancement leadership
- Supervise and mentor student workers, supporting their professional development
- Perform all other duties as assigned
Functional Area 2: Engagement
Percent Effort: 30%
- Manage RSVPs, event communications, nametag preparation, and seating arrangements
- Provide logistical support for donor cultivation events, stewardship receptions, and advancement-related programs
- Provide on-site event support to ensure a seamless guest experience
Functional Area 3: Development
Percent Effort: 10%
- Serve as a professional first point of contact for donors and prospects visiting or contacting the Advancement office
- Record and document in a timely and accurate manner contacts with donors and prospective donors
- Assist in assembling major gift proposals, briefing documents, and donor meeting preparation materials
- Support cross departmental coordination for giving programs, stewardship plans, and donor engagement strategies
QUALIFICATIONS
- Bachelor's degree
- Two (2) years of professional experience in an administrative, development, fundraising, or customer-relations environment (internship and volunteer experience considered)
- Additional education/experience may be considered as a substitute for the minimum requirements
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Excellent written and verbal communication skills with strong attention to detail
- Demonstrated ability to handle confidential information with discretion and professionalism
- Strong organizational and time-management skills; ability to prioritize multiple tasks in a fast-paced environment
- Positive, collaborative, and service-oriented attitude
PREFERRED QUALIFICATIONS
- Experience with a CRM or advancement database platform (e.g., Raiser's Edge NXT, Salesforce NPSP, Ellucian Advance, or similar)
- Familiarity with higher education advancement, fundraising principles, or nonprofit administration
- Experience supporting senior-level executives or administrators
- Exposure to event planning or coordination in a professional setting
- Understanding of FERPA and donor privacy best practices