<p>William James College is in an exciting growth phase at a time when its work is more essential than ever. For 50 years, the College's talented faculty and staff have been educating professionals to bring mental health treatment skills to businesses and organizations, health care systems, correctional facilities, community mental health centers, schools, and consulting rooms. William James College is committed to educational excellence in applied psychology and developing the next generation of skilled professionals to increase access to behavioral healthcare for all people.</p> <p>Position Summary</p> <p>The Office of Institutional Advancement at William James College seeks an Advancement Operations Assistant to optimize and enhance the department's work. This role supports a wide range of operational and administrative functions, requiring both team collaboration and independent initiative. The ideal candidate is detail-oriented, highly organized, and capable of managing multiple tasks in a fast-paced environment. This position interacts with departments across the College, ensuring that Advancement activities are accurately tracked and measured for all stakeholders.</p> <p>Essential Duties and Responsibilities</p> <p>Operations</p> <ul> <li>Process all philanthropic contributions with attention to timeliness, efficiency, and accuracy, including gift coding and donor biographical data. </li><li>Accurately capture donor intent by maintaining a thorough understanding of all appeals, funds, and gift types (e.g., multi-year and annual pledges, matching gifts, tribute gifts, online, wire, and stock transactions, in-kind donations, and club-specific funds and initiatives). </li><li>Generate timely and accurate acknowledgment letters, tax receipts, and tribute acknowledgments; collaborate with prospect managers for special letters as needed. </li><li>Track, scan, and upload backup gift documentation and special acknowledgments. </li><li>Create, edit, and maintain accurate constituent records in Raiser's Edge NXT, ensuring that all biographical and donor contact information aligns with Advancement Office standards. </li><li>Process address updates from returned mail and participate in ongoing and short-term data integrity projects. </li><li>Monitor and track matching gift pledges; manage communications with administrators at donor companies regarding matching gift programs. </li></ul> <p>Administrative Support</p> <ul> <li>Oversee filing and documentation systems, ensuring integrity and organization of Advancement Operations materials. </li><li>Partner with Advancement and Finance leadership to track gift spending by William James College faculty and staff. </li><li>Assist with the preparation of materials for Board presentations, committee meetings, and special presentations; support follow-up as needed. </li><li>Format and enhance proposals, presentations, and Advancement marketing materials. </li><li>Update donor information, notes, and actions; track appointments in Raiser's Edge NXT. </li><li>Prepare meeting agendas, presentations, and internal/external communications. </li><li>Plan, manage, and execute special projects as assigned. </li><li>Support scheduling of meetings and prepare related materials, including external meeting briefings. </li><li>Perform other administrative duties as assigned in support of Advancement activities </li></ul> <p>Education and Experience</p> <ul> <li>BA or equivalent combination of education, training, and experience. </li><li>Proficiency in Microsoft Office applications (Word, Excel, PowerPoint). </li><li>Excellent organizational, planning, and follow-through skills; ability to manage multiple tasks/projects simultaneously. </li><li>Exceptional attention to detail and accuracy. </li><li>Strong problem-solving skills; ability to seek information through dialogue, questions, and research. </li><li>Sound judgment in handling multiple variables. </li><li>Excellent written and verbal communication skills. </li><li>Ability to focus for extended periods while managing data projects. </li><li>Maintain a high degree of confidentiality. </li><li>Self-motivated, adaptable, and able to work both independently and as part of a team. </li><li>Ability to understand and follow directions, policies, and procedures. </li></ul> <p>Additional Information</p> <ul> <li>This position offers the option of working remotely two days per week (subject to change). </li><li>Occasional weekend or evening hours may be required for Advancement-related events. </li></ul> <p>Applicants MUST be eligible for employment in the United States without requiring work visa sponsorship.</p> <p>Total Rewards</p> <p>We are excited to present an exceptional compensation and benefits package that prioritizes your well-being! Embrace comprehensive health, vision, and dental insurance, complemented by flexible spending accounts. Enjoy the peace of mind that comes with company-paid life insurance, long-term disability coverage, and the opportunity to contribute to your retirement. Relish our generous paid time off and seize the exciting professional development opportunities that empower your growth. Join us and experience a rewarding workplace that passionately invests in your future!</p> <p>William James College is not-for-profit organization under Section 501(c)(3) of the Internal Revenue Code. Employment at William James College may qualify for The Public Service Loan Forgiveness (PSLF) program. studentaid.gov/manage-loans/forgiveness-cancellation/public-service#qualifying-employer</p> <p>Application Procedure</p> <p>To apply, please visit our career center (click here).</p> <p>Review of applications will begin upon receipt and continue until the position is filled.</p> <p>Interested applicants should submit:</p> <ul> <li>A detailed letter of intent responding to the stated qualifications. </li><li>A curriculum vitae. </li><li>A list of three professional references with complete contact information. (References will not be contacted without the applicant's prior permission.) </li></ul> <p>William James College is an institution and community dedicated to the principles of excellence, fairness, and respect for all individuals. We are committed to strengthening our communities, including our workplace, by fostering the development of competencies essential for change agents in an increasingly complex society.</p>