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  Sample job descriptions and job description tips. Employment

 Fundraising Services Assistant

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The Fundraising Services Assistant works in conjunction with the Fundraising Services Manager to ensure the smooth business operations of the fundraising division of the advancement effort.

Working from the college’s campus advancement office, supports all clerical and administrative work of the department.

REPORTS TO: Fundraising Services Manager

DEPARTMENT: Advancement

  • According to established guidelines, inputs information into the database, including address updates, new prospect/donor information, gift information, call report data, etc.
  • Runs complex reports basic reports and executes complex queries from the database to fulfill mailing label requests and data reports for Advancement, Communications,  and other offices.
  • Records gifts and assists other members of the Advancement Office with acknowledging them by writing letters and receipts.
  • Accurately enters gifts into donor database, ensuring that all are coded correctly according to campaign, purpose, gift amount, and any restrictions or reporting requirements that may apply.
  • Assists Fundraising Services Manager with data update projects as needed.
  • Posts batches to the general ledger and assists in reconciling with the business office on a monthly basis.
  • Processes thank you letters from the President, Vice President for Advancement, and any others involved in the solicitation.
  • Processes gift acknowledgements ensuring that they are accurate and in keeping with policy on gift acknowledgements.
  • Runs month end reports to ensure donors have been appropriately acknowledged and receipted.
  • Assists the Fundraising Services Manager in managing and maintaining the advancement departmental budget.
  • Updates donor hard files as appropriate.
  • Helps develop and implement smooth business operations of the Advancement Office.
  • Receives visitors and answers the office’s main phone lines with a high standard of professionalism.
  • Maintains supplies.
  • Maintains Advancement Master Calendar.
  • Completes all copying and filing.
  • Provides spreadsheet and word processing support.
  • Helps schedule meetings, appointments and room usage; coordinates refreshments, catering and transportation as needed.
  • Collects and distributes department mail.
  • Assists other advancement staff in the office when needed.
  • Assists with RSVP follow up when needed.
  • Performs additional duties as required.


  • Extensive administrative support experience in a fast-paced work environment.
  • Excellent inter-personnel and verbal communication skills with ability to act in a mature and professional manner with top donors and trustees.
  • Good organizational skills required, with strict attention to details in all tasks.
  • A proven record of working cooperatively and flexibly as part of a team.
  • PC proficiency, and experience with word-processing and spreadsheets required.
  • Ability to multi-task, set priorities, and maintains positive attitude at times of increased workload.
  • Database experience is required and gift processing experience a plus.
  • BA/BS preferred.
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