Advancement Assistant (Data and Events)

The Hamlin School•San Francisco, CA

7d•Onsite

About The Position

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 school’s 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 p hysical 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 school’s overarching strategic goals and daily commitment to academic and ethical excellence.

Requirements

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
Knowledge of The Raiser’s 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
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

Nice To Haves

Prior work experience in a school environment is a plus

Responsibilities

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 Hamlin’s constituent database (The Raiser’s Edge) and ensure continuity and accuracy of contact data across all constituent information systems: internal constituent database (The Raiser’s 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
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
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
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.