Administrative Assistant in Development

Carleton College; Northfield (MN); On-site; USD 28,000 - 40,000; Full time

Benefits offered by this job

403(b) plan

Health insurance

Paid time off

Holidays

Job summary

Carleton College's Development Office invites applications for an Administrative Assistant in Development. This full-time role supports Major Gifts, Stewardship, and Planned Giving with a focus on accuracy, confidentiality, and donor engagement.

You will handle administrative tasks, schedule travel, draft letters, process expenses, and assist events. Strong Microsoft Office skills, CRM experience, and outstanding customer service are required.

Qualifications

• High school diploma or GED or equivalent.
• Up to three years of full-time professional related office experience in a fast-paced environment.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint) including advanced word-processing, spreadsheets, and databases.
• Proficiency with Zoom, Dropbox, and Google Suite.
• Experience with CRM systems.
• Strong writing and proofreading skills; ability to maintain confidentiality.
• Customer service mindset and ability to communicate diplomatically.

Responsibilities

• Providing administrative support for the Director of Major Gifts and Development Officers.
• Assisting staff travel planning, preparing pre-trip memos and itineraries, and handling last-minute changes.
• Drafting routine correspondence, typing, proofreading, and processing travel expense reports.
• Responding to donor inquiries and safeguarding confidential donor information.
• Supporting special projects and events, including mailings for invitations, RSVPs, and nametags.
• Providing support for the Stewardship office and Planned Giving projects as needed.
• General office support and calendar maintenance.

Skills

MS Office

Zoom

CRM experience

Writing skills

Customer service

Data management

Independent work

Education

High school diploma or GED

Post-secondary education

Tools

CRM systems

Google Suite

Job description

Job Title: Administrative Assistant in Development

Department: Development Office

Classification: Non Exempt

Grade : 8

FTE/ Working Schedule : 1.0 FTE

Position Overview

The Development Officer is a full-time position primarily supports the fundraising and programmatic work of the Major Gifts Office, with project support for the Stewardship and Planned Giving offices. Together, these efforts help secure and steward gifts from alumni, parents, and friends while advancing broader Division of Development and Alumni Relations initiatives to meet the College's financial goals. The position will also provide support to other departments within the Division of Development and Alumni Relations as needed. The position requires a high level of accuracy, exceptional customer service to internal and external audiences, ability to produce work under tight deadlines, and strict adherence to confidentiality.

Compensation

The expected hourly rate for this position is $25.00.

Essential Job Functions/Responsibilities

• Providing administrative support for the Director of Major Gifts and Development Officers.
• Supporting staff travel, creating and distributing pre-trip memos and itineraries, and responding to last minute itinerary changes.
• Drafting routine correspondence, typing and proofreading follow-up letters and materials, processing travel expense reports, and reconciling Visa statements.
• Responding to inquiries and independently answer questions from key donors and constituents regarding gift giving options, pledge status, and other confidential donor information.
• Supporting special projects and events, including preparing mailings for event invitations, RSVPs, and nametags.
• Providing support for the Stewardship office including letter preparation and printing, gift acknowledgments, fund agreements, data entry, reports, document filing, and other administrative tasks.
• Providing project support for the Planned Giving office as needed.

Additional Job Responsibilities

Provide general office support: supply ordering; open, sort and route mail; maintain departmental calendars.

Work at special events on campus as needed, including. but not limited to, the Heywood Society Luncheon and Alumni Reunion Weekend - greeting donors and guests personally and providing direct assistance for those with special needs, wheelchair access, etc.

Describe Supervision Received and Exercised

The person in this position must be able to work without supervision in prioritizing daily tasks, adjusting those priorities as situations change, following through on the director's and development officers' needs for documents or information, responding to donors' inquiries, forwarding gifts (especially checks, stock certificates, and documentation of estate provisions) for processing and acknowledgment, and relaying accurate messages from donors to staff. As necessary, this position jointly supervises student office assistants.

Required Qualifications

• High School diploma, General Educational Development (GED), or other high school equivalency credentials.
• Up to three years of full-time professional related office experience in a fast-paced environment.
• Proficiency using Microsoft suite (Word, Excel, PowerPoint), including advanced word-processing. spreadsheet, and database skills; specifically, experience with high-volume data and mail-merge functions.
• Proficiency using Zoom, Dropbox, and Google suite.
• Experience using customer relationship management (CRM) systems.
• High level of productivity, an ability to handle multiple tasks and a wide-variety of projects, flexibility to changing priorities and deadlines, sound judgment, and sensitivity to donors' concerns.
• Demonstrated ability to work independently.
• Strong writing skills, including experience proofreading and editing correspondence.
• Customer service mindset and the ability to communicate diplomatically and accurately to internal and external constituents with integrity, trust, and confidentiality.

Preferred Qualifications

• Some post-secondary education.
• Experience working in higher education.

Must have the ability to understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels.

NOTE : This job description is not intended to be all-inclusive. Employee may perform other related duties to meet the ongoing needs of the organization.

Carleton College is an AA/EEO Employer: We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply.

Carleton also offers a robust suite of benefits including

• A generous 403(b) retirement plan with a 10% employer contribution and 2% employee contribution.
• Medical, dental, vision, life and disability insurance.
• Paid time-off, including 25 annual leave days, 8 paid holidays,