Office Assistant, Development

Hamilton College; United States; On-site; USD 28,000 - 30,000; Full time

Job summary

Hamilton College is seeking an Office Assistant, Development to provide administrative support to the Development team within the Advancement Office. The role reports to the Associate Vice President for Development and supports frontline fundraising, donor relations, and events.

The position works with on-site and remote team members, handling confidential information with discretion. Occasional evenings or weekend hours may be required for donor events and campaigns.

Qualifications

• Associate's degree and three or more years of administrative experience.
• Experience with confidential donor, financial, and personal information.
• Experience with data management and financial reporting.
• Preferred Bachelor's degree.
• Experience in higher education advancement or nonprofit fundraising.

Responsibilities

• Supports the AVP and frontline team with calendar management, meeting preparation, and briefing materials.
• Acts as the first point of contact for visitors and callers, providing a welcoming environment.
• Coordinates team travel: logistics, itineraries, and background materials for donor visits.
• Maintains donor documentation, proposals, and constituent records in CRM; runs basic queries.

Skills

Interpersonal skills

Organizational skills

Communication

Data management

Team collaboration

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 Support

• Supports the AVP and frontline team with calendar management, meeting preparation, and briefing materials for donor visits and off-campus meetings
• Serves 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 meetings
• Prepares correspondence, memoranda, meeting materials, proposals, invitations, and gift acknowledgement
• Maintains confidential donor documentation and departmental files, both electronic and physical

Events and Meetings

• Assists 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 seminars

Financial and Data Administration

• Coordinates planned giving beneficiary and tax reporting, grant requests, and disbursements
• Maintains 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 requested
• Prepares and submits expense reports; monitors departmental budget lines and processes purchase orders, invoices, and reimbursements

Office Operations

• Coordinates onboarding and offboarding logistics for new and departing staff as needed
• Serves as the point of contact for office supply inventory, equipment, facilities requests, and deliveries
• Performs other duties as assigned

Education & Experience Required

• Associate's degree and three or more years of administrative experience
• Experience working with confidential donor, financial, and personal information
• Experience with data management and financial reporting
• Preferred Bachelor's degree
• Experience in higher education advancement, nonprofit fundraising, or another relationship-driven professional environment
• Experience supporting travel-heavy teams or coordinating complex scheduling across multiple calendars
• Experience with Google Workspace and Microsoft Office Salesforce CRM a plus
• Planned giving, tax or financial reporting experience a plus
• Equivalent combination of education and experience

Knowledge, Skills, & Abilities

• Demonstrated results-orientation and a problem-solving approach to challenges
• Exceptional interpersonal skills
• Demonstrated ability to make sound decisions
• Strong oral and written communications and organizational skills
• Demonstrated ability to work successfully in a collaborative team environment
• Ability to work within a fast-paced, high-volume environment
• Disposition to take initiative and be a self-starter but willing to seek assistance when needed
• Demonstrated ability to manage multiple priorities across several supervisors and to meet deadlines
• Exceptional attention to detail in written work, data entry, and document preparation
• High degree of proficiency with data management and financial reports
• Proficient in Salesforce CRM with a strong aptitude for mastering new systems.

Compensation Range: $20.00 - $22.00 per hour

EEO 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