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Advancement Services Associate

Employment Opportunity

The College encourages and supports employees who seek to pursue internal positions and promotional opportunities. Current employees should apply online and contact the Office of Human Resources, if interested in applying for an open position.

Job Detail

Campus Location Boston Campus
Working Title Advancement Services Associate

Reporting to the Director of Advancement Services, the Advancement Services Associate will provide a high level of administrative and operational support to the Advancement Services office working collaboratively with the Development and Alumni Relations offices. The critical functions include responsibility for day to day management of some office operations, helping to serve as a liaison with other College departments (as assigned), and working with outside vendors on behalf of the Director.
The Advancement Services Associate will hire, train and manage multiple student workers that work as office assistances, updating donor records and assisting with other administrative duties as assigned.
This is a bargaining unit position. In this position, you will be exclusively represented by the Service Employees International Union, Local 888 for purposes of wages, hours and other terms and conditions of employment.

Primary Duties, Responsibilites, and Tasks
Required Knowledge, Skills, and Education (including hardware, software, and equipment)

Associate’s degree or the equivalent combination of education and experience. Highly detail-oriented with a critical eye for accuracy in data entry and analysis; superior interpersonal and organizational skills; ability to prioritize work and make continued progress on multiple projects simultaneously while adhering to deadlines; excellent problem-solving and analytic skills; ability to work effectively both as a collaborative team member and independently; ability to understand and follow directions and complex policies and procedures; and ability to deal with confidential data.

Preferred/Desirable Knowledge, Skills, and Education (including hardware, software, and equipment)

Bachelor’s degree preferred. Experience with development operations/gift processing database system such as Advance, Raiser’s Edge, Millennium, etc. preferred. Experience with Banner by Ellucian ideal.

Required Prior Work Experience

Three to five years of data entry experience in a busy, professional office environment required.

Special Instructions to Applicants
Diversity Statement

Emerson College believes diversity enriches the educational experience by providing students with the opportunity to learn from individuals who may have different backgrounds, experiences, and perspectives. Engagement with diversity in the curriculum, in our co-curricular offerings, and all other aspects of the College enhances the personal and intellectual growth of all members of our campus community. Emerson is committed to strengthening communities, including our workplace, by fostering the development of the intercultural competencies necessary for meaningful citizenship in an increasingly complex, pluralistic society.

Annual Clery Report

In accordance with the federal Clery and Campus SaVE Acts, Emerson College commits to providing all current and prospective students and employees with access to the annual campus security reports for each of our campuses. This report may be accessed from the Emerson College Police Department website.

Posting Detail Information

Requisition Number FY11/120715STFF
Open Date
Close Date


Compensation is commensurate with experience and qualifications. Emerson College typically hires qualified candidates between the minimum and 25th percentile of the grade range. Emerson College also offers a comprehensive benefits package.

Benefits Package

Information on Emerson College’s benefits package can be found here.

Classification Title Entry IC
Salary Grade 14
Job Family Individual Contributor

Job Duties

Individual Work Activities

Process all types of donations; ensuring that they are recorded, receipted, and reported to reflect the donors’ intentions while conforming to specified legal, IRS, CASE and Emerson College specific requirements. This includes analyzing gift documentation to independently determine appropriate campaign, fund, and appeal codes upon entry, in addition to attaching documentation to gifts in the database, reconciliation, and depositing checks electronically with our bank daily.

Individual Work Activities

Process and record non-phonathon pledges, including reviewing documentation to ensure that the proper criteria are met according to CASE and college requirements. Direct and monitor student employees entering phonathon pledges to ensure accuracy and timeliness. Generate and send out regular pledge reminders. Assist with generating ad-hoc pledge reminders. Troubleshoot and work with donors to resolve issues with re-occurring pledges (updating credit card info, researching questionable charges, issuing additional receipts, etc.) as well as proactively reaching out to re-occurring gift donors to obtain updated credit card information as needed upon expiration or cancellation of cards.

Individual Work Activities

Complete and submit required documentation (electronic and non-electronic) to matching gift companies confirming donations to secure matches. Process matching gift donations and address inquiries from donors and matching gift companies as needed.

Individual Work Activities

Create and update biographical records for alumni, donors, and friends of the College from staff emails, online event registration and web requests, daily mail, and phone calls. This includes assisting in the discovery and consolidation of duplicate records, updating addresses from returned mail, and reviewing a wide variety of reports for necessary changes. Perform basic research to find biographical data when donors and/or alumni have not provided required information, or to validate information currently in the database.

Individual Work Activities

Assist stewardship department with gift notifications; generate and send monthly reports to academic and other departments as appropriate, informing them of donors to their department, organization, etc.; notify individuals and families of donations made in their honor or in their loved one’s memory; assist with soliciting, collecting, and distributing thank you letters from student scholarship recipients to contributors of the scholarships they received.

Individual Work Activities

Liaison to WERS to ensure radio station donations are accurately recorded in both DAR’s Banner system and WERS’ Allegiance system. Liaison to ArtsEmerson to ensure ArtsEmerson donations are accurately recorded in both DAR’s Banner system and ArtsEmerson’s AudienceView system. Assist advancement operations and reporting analyst in resolving reconciling issues and discrepancies.

Individual Work Activities

Assist operations and reporting analyst in resolving duplicate Banner records. Identify potential duplicates, conduct research to determine which record is more complete using defined guidelines, and move data to good record when able. Assist with other data entry and data cleanup projects as needed.

Requisition Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Resume or CV
Optional Documents
  1. Cover Letter
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