Gift & Office Operations Associate

Description

Department: Advancement

Reports To: Director of Advancement Operations

Full Year/Academic Year/Other: Full Year

Full Time/Part Time/Other: Full Time

Faculty/Staff: Staff

Exempt/Non-exempt: Non-exempt

Last Updated: September 2026

Job Purpose:

Responsible for timely gift entry, donor acknowledgments, budget expense processing, event support, and general office administration.

Essential Job Duties and Responsibilities:

• •Prepare, organize, and enter daily gifts and pledges following Pomfret School's gift acceptance policy, CASE, and IRS standards.
• •Verify donor intent is met regarding allocation, amount, and degree of anonymity.
• •Generate timely donor acknowledgment letters, pledge reminders, and statements of giving.
• •Serve as the Advancement Office liaison to the School's auditing firm and provide financial materials as requested.
• •Assist in maintaining constituent biographical information including address, phone, and employment updates.
• •Ensure gift and pledge records are accurately filed and maintained in the electronic document management system.
• •Research and promptly respond to complex requests for information regarding gift accounting, allocation, and reporting.
• •Process department credit card reconciliations, travel expense reports, invoices, and voucher requests.
• •Manage general office operations, including ordering office supplies, maintaining yearly supply inventory, and entering facilities work orders.
• •Coordinate scheduling for internal meetings, external candidate interviews, and team onboarding.
• •Maintain event supply inventory and provide day-of event support, including registration, nametag preparation, and attendee logistics.
• •Perform other duties as assigned.

Competencies:

• •Maintain a high level of accuracy, precision, and data integrity during busy periods.
• •Ability to handle highly sensitive information appropriately and maintain donor confidentiality.
• •Ability to deal effectively and professionally with alumni, donors, co-workers, and the general public.
• •Strong organizational, administrative, and multitasking skills.

Requirements

Qualifications:

• •College degree or equivalent work experience preferred.
• •Knowledge of or willingness to learn relational database applications, preferably Raiser's Edge.
• •High level of data entry proficiency.
• •Proficient with Google Workspace, Microsoft Office, and Mac operating systems.
• •Excellent oral and written communication skills.
• •Appreciation of the mission of Pomfret School.

Work Conditions:

Office environment.