Advancement Associate

Salary: $24.04 - $26.44 Hourly
Location : Collegeville, MN
Job Type: Exempt, Administrative Staff, Full Time
Remote Employment: Flexible/Hybrid
Job Number: 202500043
Department: Hill Museum & Manuscript Library
Opening Date: 08/18/2026


Position Summary


The Hill Museum and Manuscript Library (HMML) invites applications for the full-time, benefit eligible position of Advancement Associate. This is a hybrid position, 3 days onsite in Collegeville and 2 days work from home. Occasional travel to in-state events, no overnights.


Founded in 1965, HMML holds the world's largest archive of manuscript photographs in both microfilm and digital format. HMML identifies manuscript collections around the world that need photographic preservation and online access. Its archives now contain more than 500,000 complete manuscripts, ranging in size from large codices of hundreds of folios to brief documents consisting of just a few leaves.

Located on the campus of Saint John's University in Collegeville, Minnesota, HMML is a 501(c)3 not-for-profit corporation that contracts with the Order of Saint Benedict (OSB) for employees and employee services.

The Advancement Associate plays a key role in supporting HMML's fundraising, donor engagement, communications, and relationship-building efforts. The position provides comprehensive administrative and operational support across Advancement, with responsibilities spanning donor and constituent data management, gift processing and stewardship, grant administration, communications, events, Board and committee support, and departmental operations.

Working closely with the Chief Advancement Officer, Director of Advancement Operations and Annual Giving, and other HMML leaders, the Advancement Associate coordinates projects, communications, and activities that support the organization's fundraising and engagement priorities. The position maintains accurate and confidential constituent and gift records, prepares reports and meeting materials, coordinates donor and event logistics, supports grant administration, and manages relationships with vendors and other external partners. Through strong organization, attention to detail, sound judgment, and responsive service, the Advancement Associate helps ensure that HMML's Advancement operations are efficient, professional, and focused on building meaningful relationships with donors and supporters.

Visit to learn more about the places, people and communities that have been part of HMML's global story, and the manuscripts in HMML's digital and microfilm collections.

The Order of Saint Benedict offers competitive salaries and a comprehensive benefits program (click the benefits tab above the position summary section to view more information).
The posted wage represents OSB's good faith estimate of likely compensation at the time of posting. Actual pay will be dependent upon several factors, including the candidate's experience, qualifications, and skills, and may fall outside of the range indicated.

Responsibilities


Advancement Operations, Database Support, & Gift Processing

• Maintains accurate and up-to-date constituent records in EveryAction, including contact information, giving history, biographical information, relationship notes, and other relevant data.
• Develops and runs queries, reports, and distribution lists to support fundraising, communications, stewardship, events, and Board activities.
• Processes charitable contributions, pledges, recurring gifts, donor-advised fund distributions, matching gifts, and other contributions as appropriate, ensuring timely and accurate recording and acknowledgement.
• Coordinates with Business Manager to reconcile gifts and resolve discrepancies in donor or contribution records.
• Prepares and distributes gift acknowledgement letters, tax receipts, pledge reminders, tribute notifications, and other donor correspondence.
• Tracks returned mail, address changes, deceased constituents, and other updates and ensures appropriate database follow-up.
• Maintains Advancement calendars, project trackers, and deadlines.
• Serves as Advancement's primary user for PayPal, monitoring and reconciling incoming donations and processing refunds for digital imaging orders as needed.

Donor Communications & Stewardship

• Supports the production of reports, donor correspondence, grant proposals, andother communications as requested.
• Coordinates the production and distribution of targeted print and digital communications in partnership with Advancement and Communications staff.
• Maintains communication calendars and tracks deadlines for recurring donor and Advancement communications.
• Coordinates with designers, printers, graphic designers, and other vendors to ensure accurate and timely production of Advancement materials.
• Assists with preparation of donor briefing materials, including giving histories, contact reports, donor profiles, and other relevant information.
• Supports donor recognition and stewardship activities, including recognition lists, publications, event materials, and personalized communications.
• Manages the HMML general email inbox () and ensures correspondence is routed promptly to the appropriate staff member.
• Assists with website and digital communications updates as assigned.

Grant Administration & Management

• Provides administrative support for the development, submission, tracking, and management of institutional grants and funding proposals.
• Maintains a centralized calendar of grant deadlines, reporting requirements, award periods, and other key deliverables.
• Coordinates the collection of information, documentation, budgets, attachments, and other materials required for grant proposals and reports.
• Assists with preparation and submission of grant applications, letters of inquiry, interim reports, final reports, and other funder communications as directed.
• Maintains accurate grant records in EveryAction and/or other designated systems, including funder information, award amounts, restrictions, reporting requirements, deadlines, and correspondence.
• Tracks grant awards, payments, restrictions, and reporting obligations and communicates upcoming deadlines to appropriate staff.
• Coordinates with Business Manager and appropriate HMML staff to support accurate tracking and reporting of grant-funded activities and expenditures.
• Maintains electronic and physical grant files and ensures documentation is complete and accessible.
• Assists with preparation of grant reports by gathering program outcomes, financial information, supporting documentation, and other required materials from internal staff.
• Supports ongoing communication with foundations and other institutional funders as directed by the Chief Advancement Officer and other appropriate HMML leadership.

Committee Support

• Prepares and distributes meeting notices, agendas, materials, and virtual meeting information for the Advancement Committee, related task forces, and the Friends of the Malta Study Center.
• Assists with preparation of Board and committee reports, presentations, dashboards, and supporting documentation.
• Maintains Board and committee contact information and distribution lists.
• Tracks follow-up items resulting from Advancement Committee and related meetings and coordinates reminders with appropriate staff.
• In consultation with the CAO, Director of Programming, COO, and CEO, distributes HMML event calendar notices and other relevant communications to Board members.

Events, Travel, & Relationship Management

• Supports the Chief Advancement Officer, Director of Programming, and other HMML leaders with planning and logistics for donor meetings, travel, special events, and Advancement activities.
• Coordinates event invitations, registration, RSVPs, attendance records, guest communications, nametags, programs, signage, seating lists, and other event materials.
• Assists with on-site event logistics and post-event communications and follow-up.
• Serves as a primary administrative liaison with external vendors, including printers, graphic designers, event venues, caterers, travel providers, and other service providers.
• Supports the Chief Advancement Officer and Director of Programming with HMML Journeys, including coordination with vendors, travelers, schedules, communications, and event logistics.
• Assists with donor travel arrangements and meeting coordination as assigned.

Project & Administrative Support

• Provides administrative and project support for fundraising campaigns, donor cultivation initiatives, stewardship projects, and special Advancement initiatives.
• Maintains organized electronic and physical Advancement files and ensures records are retained or disposed of in accordance with HMML policies.
• Maintains Advancement supplies and ensures materials are available for ongoing departmental activities.
• Performs other duties and special projects as assigned in support of HMML's advancement, communications, and relationship-building efforts.
• Performs other duties as required by supervisor or COO.

Qualifications

• Associate's degree in related field preferred.
• Minimum of two years of related full-time experience in fundraising, nonprofit administration, advancement, grant administration, communications, event planning, or a related field.
• Demonstrated experience providing administrative or operational support in a professional environment, including coordinating multiple projects, deadlines, and stakeholders.
• Demonstrated experience with donor, constituent, customer, or database records and data management.
• Demonstrated experience in event coordination, vendor and stakeholder relations, customer service, and project coordination.
• Experience preparing professional correspondence, reports, presentations, and other written materials.
• Experience working with national and international stakeholders in a respectful, professional, and culturally appropriate manner.
• Proficiency with Microsoft Office applications, including Word and Excel.
• Ability to maintain confidentiality and exercise sound judgment when handling donor, financial, personnel, and other sensitive information.

KNOWLEDGE, SKILLS, & ABILITIES:

• Strong organizational skills and exceptional attention to detail, with the ability to manage multiple priorities, projects, and deadlines simultaneously.
• Ability to work independently while exercising sound judgment about when to seek direction or escalate an issue.
• Ability and willingness to learn new technologies, databases, and systems and develop new skills as part of a collaborative and agile team.
• Ability to communicate clearly, professionally, and courteously with individuals inside and outside the institution, including donors, Board members, volunteers, vendors, funders, and community partners.
• Excellent written and oral communication skills, including the ability to prepare clear, accurate, and professional correspondence and reports.
• Strong computer and data-management skills, including the ability to learn and effectively use constituent relationship management systems and other specialized software.
• Ability to maintain accurate records and perform detailed data entry and quality-control work.
• Ability to handle confidential information with discretion and professionalism.
• Ability to provide a high level of customer service and project a positive, professional image that represents HMML.
• Ability to establish and maintain effective working relationships with colleagues, donors, volunteers, vendors, funders, and other stakeholders.
• Ability to work effectively in a team environment and contribute to a culture of collaboration, accountability, and service.
• Willingness to acquire and maintain an understanding of HMML's mission, programs, collections, and institutional priorities.
• Willingness to maintain a high level of professional competence and continually develop relevant skills.

Physical Abilities:

Sitting for prolonged periods of time. Extensive use of computers and keyboard. Occasional lifting may be required.

ADDITIONAL REQUISITES:

In addition to the qualifications noted on the job description, all employees are expected to abide by the following expectations:

1. Ability to interact with the community of the Order of Saint Benedict and the Saint John's community as an integral part of the staff.
2. Project a positive image of service which represents the unit to which assigned.
3. Ability to acquire an understanding of the character and mission of Order of Saint Benedict and Saint John's University.
4. A willingness to maintain a high level of competence. Discreet judgment and confidentiality are expected of all employees.
5. Help create and foster a positive, respectful, and inclusive work environment.
6. The personal safety and health of each employee is of primary importance in our operation. Each employee has the responsibility to prevent accidents and injuries. The Order of Saint Benedict and its employees have the responsibility to comply with Federal, State, and departmental regulations related to safety and health.

To Apply
Applications are accepted online by clicking on "Apply". Candidates are asked to complete the application form and submit a cover letter and resume.

If you require an accommodation to participate in the OSB hiring process, please contact Human Resources at View phone number on click.appcast.io.

It is the policy of OSB to conduct a pre-employment background check. An offer of employment is contingent upon a successful background check.

Order of Saint Benedict is an Equal Opportunity Employer.

HMML is a cultural heritage institution that welcomes applicants from all religious and cultural backgrounds.
The Order of Saint Benedict (conducting Saint John's Abbey, Saint John's Preparatory School, Liturgical Press, HMML, and Collegeville Institute) provides a comprehensive fringe benefit program. This brochure provides a summary of the benefits offered to employees.


HEALTH INSURANCE
Employees are eligible for coverage in the health insurance plan on the first of the month following their date of hire. If you elect medical coverage for yourself, you may also choose to cover your eligible dependents. Both the employee and the Order share in the cost for this benefit. The plan also uses a Preferred Provider Organization Network; you receive discounts when utilizing health care providers in the network. Care received outside of the network is covered, but at a higher cost to the employee and the institution.

DENTAL INSURANCE
Employees are eligible for coverage in the dental insurance plan on the first of the month following their date of hire. If you elect dental coverage for yourself, you may also choose to cover your eligible dependents. Both the employee and the Order share in the cost for this benefit. The plan also uses a Preferred Provider Organization Network; you receive discounts when utilizing providers in the network. Care received outside of the network is covered, but at a higher cost to the employee and the institution.

VISION PLAN
This voluntary plan offers affordable vision coverage for routine eye exams, eyeglass lenses and frames, and contact lenses. Discounts on hearing exams and hearing aids are also included.

LIFE INSURANCE
The Order provides a Basic Life and Accidental Death and Dismemberment (AD&D) policy to employees. This insurance becomes effective on the first of the month following date of hire. The amount of term insurance provided is based on 1.5x salary up to a maximum benefit of $400,000.


You may also purchase additional life and AD&D insurance in increments of $20,000 up to a max of $500,000. There is also a dependent life insurance package available.Employer provided life insurance in excess of $50,000 is subject to imputed tax (a tax on the value of the premium).


VACATION
Paid vacation is accrued based upon FTE and the number of years employed. Vacation is cumulative from year to year to a maximum of 240 hours. Employees working 100% time receive the following:

Vacation days per year Years employed
16 days 0-10 years
20 days 11+ years


HOLIDAY PAY
Employees receive paid holidays. The Order recognizes ten official holidays during the calendar year: New Years' Eve Day, New Years' Eve, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving Day, Christmas Eve and Christmas Day. Leased employees may receive additional holidays.


SICK LEAVE
Full-time employees earn up to 9 days of sick leave per year, pro-rated based on FTE. Sick leave is cumulative from year to year up to a maximum of 720 hours (90 days). Employees may also use accumulated personal sick leave to care for ill family members.

LONG-TERM DISABILITY
After one year of benefit eligible employment, the Order provides coverage in the event of an illness or injury which prevents you from working. This plan provides a benefit which equals 60% of your basic monthly earnings to a maximum monthly benefit of $15,000. This benefit will be payable for the benefit duration, provided the employee is unable to perform the usual and customary duties of his/her occupation. For specific details, please refer to plan booklet.


FLEXIBLE SPENDING ACCOUNTS / HEALTH SAVINGS ACCOUNTS
These plans allow employees to set aside a portion of their salary on a pre-tax basis to pay for IRS approved expenses.


TUITION ASSISTANCE - PREP SCHOOL
The tuition assistance plan is an educational grant provided by the Order to a qualified child of a full time employee towards meeting the tuition costs at Saint John's Preparatory School. The dependent must meet the eligibility criteria in order to receive this benefit. Leased employees are not eligible for this benefit.

TUITION REMISSION - EMPLOYEE
Tuition remission is an educational benefit provided by the Order to full-time employees. A full-time employee and spouse (if applicable) are eligible for tuition free education benefits the first full semester after six months of employment. The payment of special fees is the responsibility of the employee. Full-time employees may enroll for one undergraduate course per term, which includes summer; up to a maximum of 2 courses per year. Leased employees are not eligible for this benefit.

PARENTAL LEAVE
A three week (15 days) paid leave will be granted to eligible employees due to the birth or adoption of a child, pro-rated based on FTE. New employees are eligible for this benefit after twelve months of employment.


EMPLOYEE ASSISTANCE PROGRAM
The Employee Assistance Program (Vital Work Life) is currently a free counseling resource available to all employees and immediate family members. EAP counselors can help you identify problems and concerns regarding family, marriage, emotions, alcohol or drugs, financial difficulties, legal issues and job stress. All contacts between you, your family, and the EAP are provided as a benefit from the Order and are kept strictly confidential.


RETIREMENT PROGRAM
The Order provides two 403(b) retirement plans: A Defined Contribution Plan and a Supplemental Tax Deferred Annuity Plan. These plans are administered by Teachers Insurance and Annuity Association (TIAA). Enrollment in the retirement plan will be effective the first day of the month following date of hire, unless the employee elects to opt-out.

Employee OSB
Year Contribution Contribution
1 3% 1%
2 3% 3%
3 3% 5%
4 3% 7%
5 3% 9%

Supplemental Tax Deferred Annuity Plan
Full-time and part-time benefit eligible employees may voluntarily elect to contribute to the Supplemental Tax Deferred Annuity Plan. A Roth option is also available.

AFLAC SUPPLEMENTAL INSURANCE
This voluntary plan offers an additional level of financial protection for you and your family in the event of a serious accident or illness.
* Benefits subject to change annually Revised July 2026