Administrative Assistant in Development

Carleton College; United States; On-site; USD 28,000 - 40,000; Full time

Benefits offered by this job

Generous 403(b) retirement plan with 2

Medical, dental, vision, life and long

Paid time-off: 25 annual leave days, 8

Holidays and end-of-year time off

Employee Assistance Program (EAP)

Dependent tuition program after six + 

Job summary

Carleton College’s Development Office seeks an Administrative Assistant to support fundraising and programmatic work across Major Gifts, Stewardship, and Planned Giving. This full-time role requires accuracy, discretion with donor information, and strong customer service for internal and external audiences.

The position provides administrative support to Directors and Development Officers, coordinates staff travel, drafts letters, and processes travel expenses while maintaining confidentiality

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.

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.

Skills

Customer service

Confidentiality

Independent worker

Strong writing

Multitasking

Education

Some post-secondary education

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Mail-merge

CRM systems

Job description

Job Title: Administrative Assistant in Development Department: Development Office

Position Overview The Administrative Assistant in the Development Office 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, and extra days at the end of the calendar year to make a continuous week off before New Year’s.
• Employee Assistance Program (EAP) for all employees.
• A dependent tuition program after six years of service.

Founded in 1866, Carleton College is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of Northfield, Minnesota. Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.

Carleton College is committed to providing a true liberal arts education—a curriculum that challenges our students to learn broadly and think deeply. Instead of training for one narrow career path, Carleton students develop the knowledge and skills to succeed in any walk of life.

Founded in 1866, Carleton College is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of Northfield, Minnesota.

Nationally recognized as the nation’s top college for undergraduate teaching, Carleton is known for its academic rigor, intellectual curiosity, and sense of humor.

Carleton offers 33 majors and 38 minors in the arts, humanities, natural sciences, mathematics, and social sciences.

At Carleton, faculty and staff members work together across departments to create a seamless and supportive environment for students.

Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.

Carleton College prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to the Title IX Coordinator. The notice of nondiscrimination is located at our Title IX at Carleton page.

Carleton College is an equal opportunity educator and employer. Carleton College does not discriminate on the basis of race, color, creed, ethnicity, religion, sex, national origin, marital status, veteran status, actual or perceived sexual orientation, gender identity and expression, status with regard to public assistance, disability, or age in providing employment or access to its educational facilities and activities.

View 'About Carleton'' Diversity Page.

Carleton College’s Annual Security and Fire Safety Report is available for review. The report includes statistics for the previous three years concerning reported crimes occurring on/near campus. The report also includes institutional policies concerning campus security. You can obtain a copy of this report by contacting Carleton College Security Services or by visiting the Security Services website.