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.