Development Assistant (Philanthropy Services Floater)

Santa Clara University•Santa Clara, CA

8h•$25 - $30•Hybrid

About The Position

The Development Assistant (Philanthropy Services Floater) provides entry-level administrative and operational support across multiple functional areas within the University’s philanthropy and advancement operations. This part-time/fixed-term role serves as a flexible, cross-trained team member who supports gift processing, donor relations, data and records management, and general administrative functions. The position is ideal for a detail-oriented individual seeking broad exposure to higher education fundraising operations while supporting the University’s mission and philanthropic goals.

Requirements

Willing to learn fundraising and donor relations concepts and principles.
Knowledge and experience using technology to enhance communications as well as operational efficiencies in the office.
Experience in supervising student workers and/or clerical staff.
Learn campus operations, rules, and regulations.
Experience providing exemplary customer service to internal and external clients.
Excellent communication (both verbal and written) and interpersonal skills.
Must be both an independent thinker and a team player.
Demonstrated budget and analytical skills.
Must have strong problem-solving and decision-making skills.
Expert planning, coordinating, and organizational skills.
Must be a goal-oriented and exceedingly well-organized individual who can demonstrate accountability, initiative, creativity, and focus in a rapidly changing and intellectually stimulating environment.
Excellent time management, multitasking, and prioritization skills.
Excellent computer skills; proficiency in using Microsoft Office suite - word processing, Excel spreadsheets, database, and web resources.
Dependable, responsible, and self-motivated.
As the first point of contact for University Relations, the Customer Support Specialist must exhibit professionalism and cordiality, whether in person or on the phone.
Demonstrated ability to establish credibility with broad and diverse constituencies within a complex organization based upon integrity, critical thinking, outstanding operational performance, customer service orientation, and excellent interpersonal skills.
Demonstrated sound judgment in situations requiring independent decision-making and in handling confidential and sensitive material.
Able to manage numerous projects simultaneously, to multitask, and achieve goals in a deadline-driven environment.
Work style that is thorough, accurate, and detail-oriented; the ability to follow through on assignments and projects.
Able to work well autonomously and as part of a team.
Punctual and reliable attendance.
Bachelor’s degree or progress toward a degree in a related field (e.g., communications, nonprofit management, business, or liberal arts).
A minimum of two years of experience in administrative support.
Strong attention to detail and organizational skills.
Ability to handle confidential information with discretion and professionalism.
Proficiency with basic office software (e.g., Microsoft Word, Excel, Outlook, or Google Workspace).
Strong written and verbal communication skills.
Ability to manage multiple tasks and adapt to changing priorities in a collaborative environment.

Nice To Haves

Knowledge of the SCU campus and campus community is a plus.
Understanding and appreciation of the mission of Santa Clara University and the vision and values of a Jesuit Catholic educational institution.
Interest in higher education, philanthropy, nonprofit administration, or advancement services.
Experience with data entry, customer service, or administrative support in an office setting.
Familiarity with CRM or donor database systems (e.g., Banner, Advance, Salesforce, Raiser's Edge) is a plus.

Responsibilities

Gift Processing Support Assist with the processing of charitable gifts, including data entry, documentation, and preparation of materials in accordance with University policies and gift acceptance guidelines.
Support the timely and accurate acknowledgment of gifts by assisting with receipts, donor correspondence, and related records.
Help maintain gift records and supporting documentation to ensure compliance, accuracy, and audit readiness.
Donor Relations Support Provide administrative support for donor relations activities, including assistance with donor correspondence, stewardship materials, and event logistics.
Support the coordination of donor communications and recognition efforts.
Assist with donor records and tracking stewardship activities in the donor database.
Data & Records Management Enter, update, and maintain constituent, gift, and engagement data in databases or spreadsheets with a high level of accuracy and confidentiality.
Assist with data cleanup, record updates, and routine audits to support data integrity.
Maintain electronic and paper files, including filing, scanning, and archiving documents in accordance with records management standards.
General Administrative & Shared Services Support Provide general administrative assistance to philanthropy teams as assigned, including scheduling, calendar support, meeting preparation, and correspondence.
Serve as a floater across advancement units to provide coverage during peak periods, staff absences, or special projects.
Assist with office operations, including ordering supplies, coordinating with vendors, and supporting basic facilities or administrative requests.
Support special projects, events, and initiatives as needed.
Customer Service & Professional Communication Serve as a professional point of contact for internal colleagues and external constituents, including donors and volunteers.
Communicate clearly, courteously, and professionally in person, by phone, and in writing.
Additional Responsibilities Perform other related duties as assigned to support the goals of the philanthropy and advancement operations.