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.