Advancement Services Assistant

Bentley University; Waltham (MA); Hybrid; USD 32,000 - 51,000; Full time

Job summary

Bentley University is seeking an Advancement Services Assistant to support the Advancement Services team with administrative tasks, gift processing, and records maintenance. The role emphasizes accuracy, confidentiality, and efficient data handling in a fast-paced office.

The position involves updating constituent records in Slate, assisting with data projects, and coordinating routine administrative duties.

Qualifications

• 1–2 years of administrative, office, data entry, or customer service experience in a fast-paced professional environment.
• High School Diploma or equivalent required; Bachelor’s degree preferred.
• Strong attention to detail, organizational skills, and ability to prioritize and manage multiple tasks.
• Ability to handle confidential donor, constituent, and financial information with discretion and professionalism.
• Strong written and verbal communication and customer service skills.
• Prior experience in higher education and/or Advancement a plus.
• Proficiency with Microsoft Office required; experience with Slate, Workday, or other database/CRM systems preferred.

Responsibilities

• Manage daily mail intake, gift/check processing, deposits, and related documentation.
• Perform daily updates and maintenance of constituent records in Slate, including merging duplicate records and updating contact information.
• Notify gift officers of significant changes to their prospects.
• Assist with data integrity, database cleanup, and related projects.
• Provide general administrative and operational support to the Advancement Services team, including office management.
• Assist with special projects and routine data support for Prospect Research and other functions.
• Handle confidential donor, constituent, and financial information with discretion.

Skills

Administrative experience

Attention to detail

Discretion with confidential info

Microsoft Office proficiency

Education

High School Diploma or equivalent

Bachelor’s degree preferred

Tools

Slate

Workday

Job description

Job Description Summary

As a key member of the Advancement Services team, the Advancement Services Assistant provides administrative, gift processing, records management, and operational support to ensure the accurate and efficient management of Advancement activities. Core responsibilities include daily mail and gift/check processing, constituent record maintenance and data integrity, office management, and support for Advancement Services projects and activities. The ideal candidate is detail-oriented, organized, service-focused, and able to manage multiple priorities and confidential information in a fast-paced environment.

Essential Duties

• Manage daily mail intake, gift/check processing, deposits, and related documentation.
• Perform daily updates and maintenance of constituent records in Slate, including:
• Merging duplicate records
• Updating biographical and contact information, including addresses, email, and employment
• Updating constituent relationships and other record information as needed
• Notifying gift officers of significant changes to their prospects
• Assisting with data integrity, database cleanup, and related projects
• Provide general administrative and operational support to the Advancement Services team, including office management and responding to routine requests.
• Assist with special projects as assigned, which may include providing routine administrative or data support to Prospect Research and other Advancement functions.
• Handle confidential donor, constituent, and financial information in accordance with established policies and procedures.

Minimum Qualifications

• 1–2 years of administrative, office, data entry, or customer service experience in a fast-paced professional environment.
• High School Diploma or equivalent required, Bachelor’s degree preferred.
• Strong attention to detail, organizational skills, and ability to prioritize and manage multiple tasks simultaneously.
• Ability to handle confidential donor, constituent, and financial information with discretion and professionalism.
• Strong written and verbal communication and customer service skills.
• Prior experience in higher education and/or Advancement a plus.
• Proficiency with Microsoft Office required; experience with Slate, Workday, or other database/CRM systems preferred.

Work Environment

Typical office environment with regular computer and desk work. A minimum of three days per week of in‑office work is required for this role. This role offers a flexible work arrangement, combining in-person attendance with remote work. Specific in‑office days will be determined in conjunction with the manager and coordinated with the team to ensure consistent departmental coverage. Additional on‑site presence may be required based on business needs, team collaboration, or scheduled meetings. As with any flexible arrangement, this is subject to change based on business needs. Ability to move throughout campus for work‑related meetings, activities, and events.

Pay Transparency

At Bentley we offer a “total rewards” package designed to attract, motivate, retain, and reward our employees. This includes competitive compensation, robust benefits, career development and opportunities, generous paid time off, workplace flexibility and a positive, engaging employee experience. In alignment with the Massachusetts Pay Transparency Act and our commitment to equity and transparency, we’re sharing the salary grade range for this role. The grade range is based on market data and the scope of responsibilities. Final pay will depend on your experience, education, and other relevant qualifications. Salary Grade Range: $23.34 - $37.37 hourly If you have questions about the salary grade range or need additional information, please contact us at [e-mail] Bentley University requires references checks and may conduct other pre‑employment screening.

DIVERSITY STATEMENT

Bentley University strives to create a campus community that welcomes the exchange of ideas, and fosters a culture that values differences and views them as a strength in our community. Bentley University is an Equal Opportunity Employer, building strength through diversity. The University is committed to building a community of talented students, faculty and staff who reflect the diversity of global business. We strongly encourage applications from persons from underrepresented groups, individuals with disabilities, covered veterans and those with diverse experiences and backgrounds. Bentley University seeks to attract talented individuals who are committed to our mission of educating creative, ethical and socially responsible students who will become organizational leaders nationally and internationally. All members of our faculty and administrative staff play a critical role in creating an inspiring, compassionate and diverse community that cultivates the lifelong development of our students. Bentley believes that promoting diversity plays an essential role in its educational mission by fostering greater innovation and creativity, attracting the widest pool of qualified applicants to its work force, and enhancing its communication and relationships with the community. Bentley is proud to be an employer of choice, offering competitive salaries, comprehensive benefits (including tuition remission), generous time off, a welcoming community and a beautiful work environment.

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