Gift & Office Operations Associate

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.