Gift Administrator and Event Assistant, Westminster School, Simsbury CT

Ellen Hannah

Anticipated hiring July 2021, Interviewing now.

Westminster School, one of the leading independent boarding schools in the country, is a diverse, close-knit community of 95 faculty, 70 staff, and 400 male and female students (seventy-five percent boarding, twenty-five percent day students) set on a 200-acre campus in Simsbury, Connecticut. Since its founding in 1888, Westminster School has been committed to the core values of community, character, balance and involvement. Our motto describes our community – “virtute et numine” – by Grit & Grace

Job Summary:

Reporting to the Advancement Services Manager, the Gifts Administrator and Event Assistant is a key member of the Advancement team and works in support of the fundraising and engagement efforts of the office. This position requires a high degree of professionalism and confidentiality. A person with a keen eye for detail, a systems-oriented mind, and an ability to work independently while maintaining high levels of communication will thrive in this role. The Gifts Administrator and Event Assistant will assist the Advancement Services Manager with all aspects of the fundraising database and will also support the Director of Advancement Programs and Events with event planning and execution.

Key responsibilities:

Gift Processing and Data Entry – Handles daily gift processing, reconciliation, receipt and acknowledgement of donations, donor relations and administrative and database tasks to ensure the integrity of the database and gift processing records; ensures accurate filing practices are followed; provides customer service and participates in processing of online initiatives or special projects, such as archiving and data maintenance.

Maintains complete and accurate records of gifts received and reconciles daily activity; accurately categorizing and entering gifts of cash, checks, securities, matching gifts, QCDs, DAFs, and personal property into Blackbaud database; applying planned gifts when they are realized. Works closely with the Business Office, preparing gift batch transmittals, monthly and annual reconciliations and providing the required information for the school’s annual audit. Assures attention to detail in written communication and gift receipts sent to donors. Accurately creates and maintains database records. Assist with the production of financial reports and other data extractions as requested.

Event support – Develop and execute queries and exports in Raiser’s Edge. Create online event registration and content pages; update and maintain related web pages. Coordinate with events team to schedule and send event emails using online platform. Track and process event RSVPs and outreach lists. Manage the processing of event registrations and payments through Raiser’s Edge. Update and maintain all event records in Raiser’s Edge. Prepare materials for events including nametags and guest lists.

Office support – Assist with the production of birth, death and marriage letters.

Other duties as assigned.

Qualifications:

• Associate’s degree or equivalent computer training and work related experience required; Bachelor’s degree preferred.
• 1-2 years of experience in a development/foundation/philanthropy setting and experience with fundraising, databases, and online donation systems, preferably Blackbaud (Raiser’s Edge).
• An understanding of the fundamentals of cash banking and reconciliation required.
• Must have working knowledge of Microsoft software packages, including Word and Excel.
• Strong analytical and planning skills.
• Ability to work independently and communicate effectively to managers and co-workers.
• Attention to detail and strong communication skills, along with significant organizational skills required.
• Ability to define goals and objectives, and develop and implement strategic plans to accomplish School’s operational goals.
• Must be able to work under the pressure of time and frequent requests from multiple sources each having their own timelines and constraints.

Of note: In peak periods, generally calendar and fiscal year-end, PTO may be limited or not allowed depending on workload.

To Apply

This position is a 12-month, full-time opening. Salary is competitive and the employment package consists of excellent benefits, including outstanding health care coverage and retirement plan. To apply, please send a cover letter, resume, and references to Shannon O’Shaughnessy at soshaughnessy@westminster-school.org

Westminster School is an Affirmative Action Equal Opportunity Employer and encourages applications from candidates of color. Westminster School reaffirms its long-standing nondiscriminatory policy and employs individuals of any race, religion, sexual orientation, gender identity, or national origin to all the rights, privileges, programs and activities generally accorded or made available at Westminster. Westminster does not discriminate in its hiring, educational policies, admissions policies, scholarship programs, or athletic and other school-administered programs.