Gift & Office Operations Associate

Pomfret-School-2; Pomfret (CT); On-site; USD 42,000 - 56,000; Full time

Job summary

Pomfret School is seeking a detail-oriented staff member in the Advancement Office to handle gift entry, donor acknowledgments, and expense processing. The role supports event activities and general office administration to ensure accurate and timely fundraising operations.

You will verify donor intent, liaise with the auditing firm, and maintain accurate donor records while assisting with scheduling and event logistics. Strong data entry and communication skills are essential.

Qualifications

• College degree or equivalent work experience preferred.
• Knowledge of Raiser’s Edge or willingness to learn Raiser's Edge.
• High level of data entry proficiency.
• Proficient with Google Workspace, Microsoft Office, and Mac operating systems.

Responsibilities

• Enter daily gifts and pledges accurately following policy and IRS standards.
• Verify donor intent regarding allocation, amount, and anonymity.
• Generate donor acknowledgment letters, reminders, and statements.
• Serve as liaison to the auditing firm and provide requested financial materials.
• Maintain constituent biographical data including addresses and employment.
• Ensure gift records are filed and maintained in the document system.
• Respond to complex requests for gift accounting and reporting.
• Process credit card reconciliations, travel expenses, invoices, and vouchers.
• Manage office operations, ordering supplies, and annual inventory.
• Coordinate scheduling for internal meetings and interviews; support onboarding.
• Maintain event supply inventory and assist day-of event logistics.

Skills

Data entry proficiency

Oral and written communication

Strong organization

Confidentiality

Education

Bachelor’s degree or equivalent

Tools

Raiser's Edge

Google Workspace

Microsoft Office

Mac operating systems

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.