Gift & Office Operations Associate

Pomfret; Connecticut; On-site; USD 45,000 - 65,000; Full time

Job summary

Pomfret School in Connecticut seeks an Advancement Office Coordinator to manage gift entry, donor acknowledgments, and related office operations. This full-time, non-exempt staff role reports to the Director of Advancement Operations and supports events and budgeting tasks.

Responsibilities include processing gifts, ensuring accurate donor data, coordinating with auditing firm, and maintaining contact records; requiring excellent communication, data entry, and proficiency in Google Workspace and

Qualifications

• College degree or equivalent work experience preferred.
• Familiarity with relational databases preferred, Raiser's Edge preferred.
• High level of data entry proficiency.
• Proficient with Google Workspace, Microsoft Office, and Mac operating systems.
• Excellent oral and written communication skills.

Responsibilities

• Prepare, organize, and enter daily gifts and pledges following policy, CASE, and IRS standards.
• Verify donor intent regarding allocation, amount, and anonymity.
• Generate donor acknowledgment letters, pledge reminders, and giving statements.
• Coordinate with the auditing firm and provide financial materials as requested.
• Maintain constituent biographical information and ensure accurate filing of gift records.
• Respond to information requests regarding gift accounting and reporting.
• Process reconciliations, travel expense reports, invoices, and voucher requests.
• Manage general office operations and supply inventory.
• Coordinate scheduling for internal meetings and candidate interviews.
• Provide day-of event support for gatherings and registration as needed.

Skills

Data entry

Communication

Organization

Administrative skills

Multitasking

Google Workspace

Microsoft Office

Mac OS

Education

College degree or equivalent

Tools

Raiser's Edge

Job description

Description

Department: Advancement

Reports To: Director of Advancement Operations

Full Year/Academic Year/Other: Full Year

Full Time/Part Time/Other: Full Time

Faculty/Staff: Staff

Exempt/Non-exempt: Non-exempt

Last Updated: September 2026

Job Purpose:

Responsible for timely gift entry, donor acknowledgments, budget expense processing, event support, and general office administration.

Essential Job Duties and Responsibilities:

• Prepare, organize, and enter daily gifts and pledges following Pomfret School's gift acceptance policy, CASE, and IRS standards.
• Verify donor intent is met regarding allocation, amount, and degree of anonymity.
• Generate timely donor acknowledgment letters, pledge reminders, and statements of giving.
• Serve as the Advancement Office liaison to the School's auditing firm and provide financial materials as requested.
• Assist in maintaining constituent biographical information including address, phone, and employment updates.
• Ensure gift and pledge records are accurately filed and maintained in the electronic document management system.
• Research and promptly respond to complex requests for information regarding gift accounting, allocation, and reporting.
• Process department credit card reconciliations, travel expense reports, invoices, and voucher requests.
• Manage general office operations, including ordering office supplies, maintaining yearly supply inventory, and entering facilities work orders.
• Coordinate scheduling for internal meetings, external candidate interviews, and team onboarding.
• Maintain event supply inventory and provide day-of event support, including registration, nametag preparation, and attendee logistics.
• Perform other duties as assigned.

Competencies:

• Maintain a high level of accuracy, precision, and data integrity during busy periods.
• Ability to handle highly sensitive information appropriately and maintain donor confidentiality.
• Ability to deal effectively and professionally with alumni, donors, co-workers, and the general public.
• Strong organizational, administrative, and multitasking skills.

Requirements

Qualifications:

• College degree or equivalent work experience preferred.
• Knowledge of or willingness to learn relational database applications, preferably Raiser's Edge.
• High level of data entry proficiency.
• Proficient with Google Workspace, Microsoft Office, and Mac operating systems.
• Excellent oral and written communication skills.
• Appreciation of the mission of Pomfret School.

Work Conditions:

• Office environment.