Office Assistant, Development

Hamilton College - New York; Town of Kirkland (NY); On-site; USD 28,000 - 30,000; Full time

Job summary

Hamilton College - New York seeks an Office Assistant, Development to provide administrative and operational support to the Development team within the Advancement Office. The role assists the AVP for Development and frontline fundraising staff, handling calendar management, donor visits, and materials for meetings.

You will interact with alumni, donors, and college staff, maintain confidential donor records in the CRM, coordinate travel, process expense reports, and help with events and planned

Qualifications

• Associate's degree with three or more years of administrative experience.
• Experience handling confidential donor, financial, and personal information.
• Familiarity with data management and financial reporting.

Responsibilities

• Manage AVP calendars and prep briefing materials for donor visits.
• Serve as first point of contact for visitors and callers.
• Coordinate team travel and meeting logistics.
• Prepare correspondence, proposals, and gift acknowledgements.
• Maintain donor records in the CRM and run basic reports.
• Support on- and off-campus events and planned giving seminars.

Skills

Organizational skills

Communication

Discretion

Attention to detail

Time management

Education

Associate's degree

Bachelor's degree (preferred)

Tools

Salesforce CRM

Google Workspace

Microsoft Office

Job description

Job Description:Position Summary:The Office Assistant, Development provides administrative and operational support to the Development team within the Advancement Office. The position reports to the Associate Vice President for Development and supports the AVP as well as frontline fundraising, planned giving, and corporate and foundation relations staff.The position functions within the operational core of the Development office, interacting with major donors and senior College staff, and providing support to both on-site and remote team members engaged in fundraising activities. The position also serves as a primary point of contact for alumni, parents, and other constituents contacting the office by phone or in person.The role requires strong organizational skills, independent judgment, and the ability to manage competing priorities across multiple teams in a fast-paced environment. Additional requirements include professionalism, discretion, and effective communication and data management abilities, as well as the capacity to anticipate operational needs. The position supports the overall efficiency and effectiveness of the Development office. Occasional evening or weekend hours are required in support of donor events, reunion, and campaign activities.Responsibilities:Development Team SupportSupports the AVP and frontline team with calendar management, meeting preparation, and briefing materials for donor visits and off-campus meetingsServes as the friendly and professional first point of contact for visitors and callers, acting as a knowledgeable and welcoming guide.Supports and coordinates team travel: logistics, itineraries, and background materials for donor visits and off-campus meetingsPrepares correspondence, memoranda, meeting materials, proposals, invitations, and gift acknowledgementMaintains confidential donor documentation and departmental files, both electronic and physicalEvents and MeetingsAssists with logistics and material preparation for on- and off-campus events, including donor visits, prospect events, committee meetings, staff meetings, retreats, campaign planning sessions, and planned giving seminarsFinancial and Data AdministrationCoordinates planned giving beneficiary and tax reporting, grant requests, and disbursementsMaintains and proofreads donor data and gift tracking information; entering and maintaining contact reports, proposals, and constituent records in the College's CRM; running basic queries and portfolio reports as requestedPrepares and submits expense reports; monitors departmental budget lines and processes purchase orders, invoices, and reimbursements Office OperationsCoordinates onboarding and offboarding logistics for new and departing staff as neededServes as the point of contact for office supply inventory, equipment, facilities requests, and deliveriesPerforms other duties as assignedEducation & ExperienceRequiredAssociate's degree and three or more years of administrative experienceExperience working with confidential donor, financial, and personal informationExperience with data management and financial reportingPreferredBachelor's degreeExperience in higher education advancement, nonprofit fundraising, or another relationship-driven professional environmentExperience supporting travel-heavy teams or coordinating complex scheduling across multiple calendarsExperience with Google Workspace and Microsoft Office Salesforce CRM a plusPlanned giving, tax or financial reporting experience a plusEquivalent combination of education and experienceKnowledge, Skills, & AbilitiesDemonstrated results-orientation and a problem-solving approach to challengesExceptional interpersonal skillsDemonstrated ability to make sound decisionsStrong oral and written communications and organizational skillsDemonstrated ability to work successfully in a collaborative team environmentAbility to work within a fast-paced, high-volume environmentDisposition to take initiative and be a self-starter but willing to seek assistance when neededDemonstrated ability to manage multiple priorities across several supervisors and to meet deadlinesExceptional attention to detail in written work, data entry, and document preparationHigh degree of proficiency with data management and financial reportsProficient in Salesforce CRM with a strong aptitude for mastering new systems.Compensation Range:$20.00 - $22.00 per hourEEO Policy:Hamilton College is an equal opportunity employer and is committed to creating an accessible, supportive environment and an educational experience that recognizes a wide array of experiences, backgrounds and viewpoints as integral components of academic excellence. Candidates who can contribute to those goals are encouraged to apply and identify their strengths in these areas.Benefits:For Benefits Information, please navigate to the following link:Employment - Work at Hamilton - Hamilton College