Database and Advancement Services Assistant

Husson-University; Bangor (ME); On-site; USD 42,000 - 64,000; Full time

Job summary

Husson University in Bangor, ME seeks an organized Advancement Administrative Assistant to support gift processing, data entry, and filing systems. You will prepare acknowledgment letters, maintain constituent records, and assist with event operations in Raiser's Edge and GiveSmart.

The role requires high attention to detail, strong time management, and the ability to work independently within a collaborative team. Evening or weekend work may be required.

Qualifications

• Associate's degree with five years of experience in data management, gift processing, or in an administrative support capacity is required.
• Microsoft Office proficiency (Word/Excel/PowerPoint) is required.

Responsibilities

• Process gifts and acknowledgments accurately and timely following IRS and CASE standards and department protocols.
• Create and maintain accurate constituent records for alumni, donors, and event registrants.
• Manage event operations in Raiser's Edge, GiveSmart, and on Husson's Alumni site, including creating records, importing registrations, updating attendance data, invoicing, reporting, and maintaining the online event list.
• Assist with regular data imports from campus into Raiser's Edge (e.g., current students, athletics, awards, degree completion).
• Respond to inquiries from alumni and campus partners; handle office duties including supplies, scheduling, and meetings.
• Own electronic and paper filing systems and develop procedures to ensure timely filing.
• Assist at events and with materials; collaborate with internal and external partners as needed.
• Other duties may be assigned as needed.

Skills

Data management

Gift processing

Administrative support

MS Office

Education

Associate's degree

Bachelor's degree

Tools

Raiser's Edge

GiveSmart

Husson Alumni website

Job description

This position will provide administrative support to the Advancement team in their efforts to increase engagement with alumni and friends, ultimately boosting philanthropic support for the University. Key duties include gift processing and preparing acknowledgment letters, data entry and maintenance, and managing electronic and physical filing systems. This role requires a highly detail-oriented, well-organized, and self-motivated individual who can prioritize tasks in a fast-paced environment.

Works as part of an integrated team to develop and implement strategies for increasing private support to the University.

Database:

• Responsible for processing gifts and acknowledgments accurately and timely, following IRS and CASE standards, as well as department protocols for documenting gifts and acknowledgments.
• Create and maintain accurate constituent records to include all alumni, past and prospective donors and event registrants.
• Manage event operations in Raiser's Edge, GiveSmart, and on the Husson Alumni website, including but not limited to creating event records, importing registrations, updating attendance data, invoicing for events, generating reports, and maintaining the online event list.
• Assist with managing and executing a regular schedule of data imports from campus into Raiser's Edge (examples: current students, athletics, awards, degree completion).

Administrative

• Respond to inquiries or questions from alumni and campus partners.
• Handle administrative duties for the Office of Advancement, including office supply orders, scheduling appointments, and setting up meetings.
• Assume ownership of filing systems (electronic and paper), including developing procedures or policies to ensure accurate and timely filing of material.
• Assist in event preparations, including working with internal and external partners, preparing needed materials for events and assisting at events, as needed.
• Other duties may be assigned as needed

Required:

• Associate's degree with five years of experience in data management, gift processing, or in an administrative support capacity is required.
• Microsoft Office proficiency (Word/Excel/Powerpoint) is required

Preferred:

• Bachelor's degree
• Database experience, particularly with Blackbaud Raiser's Edge preferred

KNOWLEDGE, SKILLS, and/or ABILITIES

The successful candidate will work well independently, showing the ability to take responsibility and ownership for assigned tasks. Strong organizational and time management skills, particularly the ability to prioritize work and manage multiple projects simultaneously while meeting deadlines are crucial. The candidate must be highly detail-oriented with a critical eye for accuracy and consistency regarding data entry and analysis. The candidate must have strong interpersonal skills and enjoy working with and talking with the public, but at the same time understand the need for discretion and confidentiality. Occasional evening and weekend work is required.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand, walk, and talk or hear.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

The noise level in the work environment is usually quiet

HUSSON UNIVERSITY IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

Exact compensation may vary based on skills, experience, and location.

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