NEMNET - Job Description


Assistant Director of Advancement Services
Hotchkiss School, The
Lakeville, Connecticut
Salary: Based on Experience
Date Posted: 2/23/2024
Job ID: 74481
Position/Title: Assistant Director of Advancement Services
Employer: Hotchkiss School, The
Department: Alumni & Development
Category / Heading #1: Administration  Development/Institutional Advancement
Category / Heading #2:  
Category / Heading #3:  
Status: FullTime
Job Description/Responsibilities:

Department:   Alumni and Development Office

FLSA:                Non-exempt

Designation:   Staff

Schedule:          Full Time, 40 hours, Calendar-year 

Reports to:      Director of Alumni and Development Operations 

Travel:              Limited travel

Position Summary: 

The Assistant Director of Advancement Services is responsible for the timely and efficient processing of all donations to The Hotchkiss School. This position reports to the Director of Alumni and Development Operations and works closely with other members of the Advancement Services Team to ensure accurate data and accurate reports. The Assistant Director of Advancement Services also works very closely with fundraisers for the annual fund, leadership giving, and planned giving to properly distribute donations based on the donor's intentions. This position is not only the hub of gift processing in the Office; it also includes analyzing processes, suggesting improvements, and leading implementation of improvements. This position is responsible for developing and maintaining a procedure manual and for training all members of the office in gift analysis, documentation, and reporting. The Assistant Director of Advancement Services ensures that Office, IRS, and CASE guidelines are maintained for recording and reporting on all gifts. This position also requires direct contact with the School's constituents, as well as faculty and staff on campus, in dealing with a wide variety of gift issues. The Assistant Director of Advancement Services exercises independent judgment on a daily basis in regard to the allocation of gifts and must not be hesitant to take responsibility to ensure gifts are recorded and reported according to the donors wishes, the guidelines set by the School, and the law.

Essential Functions: 

  • - Record gifts into the database using established procedures. Gifts can be in the form of credit card, cash, stock, "in-kind", or planned gifts.
  • - Collect all documentation needed for each gift to be processed. The Assistant Director of Advancement Services is responsible for filing the documentation.
  • - Contact donors as needed to clarify gift intentions, answer questions, and to collect missing information.
  • - Receipt each gift and track this process in the database.
  • - Work with the bank to process stock gifts and ensure proper credit is given to the donor.
  • - Work closely with the Accounting Office at The Hotchkiss School to ensure proper transfer of gifts between offices, both physically and electronically.  Assist with reporting for School accounting purposes.
  • - Oversee basic acknowledgement process including notifying the office of gifts received and ensuring that each gift is acknowledged.
  • - Manage matching gifts that may come in due to a donor's gift. This includes recording the matching gifts, reviewing matching gift pledges, and following up with the donor and/or matching gift company to make sure the potential gift is received.
  • - Check the biographical data for each constituent who makes a gift to the School. This includes making address, job, and other data changes in the database.
  • - Generate giving reports on a daily, monthly, and annual basis. These reports range from internal reporting tools to formal reports distributed to the Board of Trustees.
  • - Assist with database cleanup projects.
  • - Assist other members of the office with general tasks during busy periods (ex. June Reunion).
  • - Complete other duties as needed and assigned.
Minimum Degree: Other
Certification Required: No
Minimum Experience: 0-1 Years



  • - Proficiency in Development gift recording and/or business accounting practices.
  • - Analytical and statistical skills.
  • - Strong computer skills, including word processing, spreadsheets, and the ability to learn the Alumni and -  Development Office computer applications.  Knowledge of Raiser's Edge and/or Crystal Reports is a plus.
  • - Ability to work during periods that are important to financial reporting (calendar year and fiscal year-end).
  • - Positive attitude and professional demeanor:  friendly, diplomatic, adept at customer service.
  • - Strong organizational, multi-tasking, communication and interpersonal skills.
  • - Project-management skills and ability to analyze processes, suggest improvements, and implement new processes. 
  • - Attention to detail and precision. 
  • - Ability to work independently as well as in a team structure.

Physical Conditions:

  • - Office environment
  • - Repetitive (keyboard) motion 
  • - Bend, stoop, and reach
  • - Climb up to 4 flights of stairs 

The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

The Hotchkiss School is an equal-opportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms, and conditions of employment, compensation, benefits, training, promotion, transfer, discipline, and termination).

In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.

Tuition Remission: Yes
Spend for Graduate Study: No
Relocation Assistance/Allowance: Yes
Support/Sponsor Work visas to overseas candidates: No
ON Campus Housing: No
OFF Campus Housing: No
Application Notes:
In your cover letter or online application with the employer, please indicate that you learned of this job from Failure to do so may prevent you from qualifying for the NEMNET SIGNING BONUS.

If you are hired by one of our member schools please contact NEMNET immediately via email [] or phone [888.919.1112], you may be entitled to the NEMNET SIGNING BONUS.

Contact Info
Jade Avlasevicius - HR Administrator Recruiting and Retention - javlasevicius@