Advancement Assistant (Data and Events)

Job Description

Job Description

Salary: $27-$30/hour DOE

Title:Advancement Assistant (Data and Events)

Reports to: Executive Director of Institutional Advancement (EDIA)

Regular Work Schedule:Full-time; in-person: 8:30 a.m. to 5:00 p.m. with a hour unpaid lunch break

Classification: Non-Exempt

Desired Start Date: August 1, 2026

Salary Range: $27-30/hour

Primary Responsibility: The Advancement Assistant (Data and Events) is responsible for gift management, maintenance of all Advancement records, and event support and preparation. Specifically, the Assistant is responsible for maintenance of all constituent records, gift processing, data entry and reporting, mailing lists and production, and production of all event materials. The Advancement Assistant works closely with the Director of Events and the Advancement Manager for Alumni Engagement & Philanthropy and also provides administrative and clerical support for the Executive Director of Institutional Advancement.

At The Hamlin School, we are committed to a policy of equal employment for all applicants and employees. As part of our commitment to a diverse and inclusive workplace, we recruit and hire applicants with diverse backgrounds and professional experience that show their commitment to K-8 education and being a contributing member of a learning community.

Expectation of Hamlin Employee Civility and Commitment

The Hamlin School seeks employees who will support and implement the schools mission and Creed at all times. Hamlin employees are known for being caring, compassionate, collaborative, and dedicated professionals who treat their colleagues and supervisors with respect and who take seriously the daily care of Hamlin girls.

Hamlin girls are celebrated because of their curious minds, joyful work ethic, and intellectual tenacity in the classroom; moreover, the school is convinced that ensuring the girls academic growth is only one part of its work. Hamlin employees also pay close attention to the girls social-emotional well-being, their physical and mental health, and their moral development.

Hamlin employees, its teachers and leaders in particular, are committed to their own professional growth; as such, they pay close attention to the research and innovations that impact teaching and learning. All employees are expected to be flexible thinkers and nimble actors in support of the schools overarching strategic goals and daily commitment to academic and ethical excellence.

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The Advancement Assistant must be a hyper-executor with exceptional organization, attention to detail, a can-do attitude, and well-established systems for time management.

Incumbent must excel in the following core competencies:

Systems Thinking and Data Management

• • Process and meticulously manage all donor and gift information, pledge documentation, and timely acknowledgements
  • In partnership with the Advancement Associate, support the process of comprehensive quarterly pledge reminder processes for annual, event, and leadership giving
  • Manage the maintenance, data input, data integrity, and accuracy of Hamlins constituent database (The Raisers Edge) and ensure continuity and accuracy of contact data across all constituent information systems: internal constituent database (The Raisers Edge); parent-facing database (Veracross); email system for alumni and PALs (MailChimp)
  • Produce with accuracy and excellence constituent reports, mailing lists, mail merges, volunteer data lists, and financial reports as requested by members of the Advancement team
  • Remain current on system updates and bring excellence to the work of data management to ensure accurate, personal, and timely communication
  • Maintain and update all office, prospect, and donor records and files digital and print

Project Management:

• • Manage the workflow of daily tasks related to gift entry and acknowledgements, while also planning for and executing on near term data and production projects
  • Under the guidance of members of the Advancement team, complete all administrative production, mailing, and organization of solicitations, invitations, event materials (i.e. name tags, signs, swag, etc), and stewardship mailings

Team Collaboration

• • The Hamlin Advancement team operates with an all-hands-on-deck approach to large community events, large projects, and creative problem-solving; a true love of team collaboration is essential
  • Uphold the values of Hamlin; demonstrate cultural humility and competency and a commitment to an anti-bias approach to work; seek professional development and learning opportunities in diversity, equity, and belonging

General Office Support:

• • Manage office purchases and all school stationery and communications materials, and maintain accurate expense information for the EDIA
  • Schedule, reserve rooms, and request appropriate set-up for committee meetings
  • Perform general administrative tasks in support of fundraising, events, and communications
  • Provide back-up coverage for Hamlin front desk when needed

Perform other duties consistent with the above responsibilities and in conjunction with the overall goals of the Advancement Office; no task is too big or too small.

Prior Experience:

• • One to two years of related work experience in a fast-paced, detail-oriented work environment with a track record of success in data management
  • Prior work experience in a school environment is a plus

Skills:

• • Knowledge ofThe Raisers Edge- Blackbaud software is preferred or eagerness to learn required
  • Excellent computer skills; preferred proficiency in Windows, Microsoft Word, Excel, PowerPoint, Google Suite, and Canvas
  • Excellent verbal and written communications skills, personal initiative, and organizational skills
  • Strong proofreading skills
  • High level of professionalism and confidentiality

Passions and Abilities:

• • A deep appreciation for the mission of The Hamlin School and knowledge of independent schools
  • A positive attitude; ability to work as a team member
  • Ability to work well with K-8 students and with adult colleagues; willingness to be an active, enthusiastic member of the tightly-knit Hamlin community
  • Genuine interest in growing as an Advancement professional
  • Periodic evening and weekend hours required

Physical Demands:

• • Must be able to view and operate a computer frequently and consistently, especially in the preparation of reports, crafting and responding to emails, viewing presentations, etc.
  • Must be able to talk and hear to communicate effectively with school population and the public
  • Must be able to travel safely and comfortably across urban campus for a variety of events and meetings, often several in a work day
  • Must be physically able to assist, when necessary, with event set-up and breakdown, including lifting up to 25 lbs.