Alumnae Relations & Development Job Description
Provide the foundation for donor, alumnae, and external constituent
engagement by Smith College by maintaining and enhancing gift and
biographical records. Working within the team of Advancement Data
Specialists incorporate best practices to facilitate and process
gifts and pledges received and biographical updates from varying
sources including electronic feeds, data files, forms, and direct
contact with constituents. Provide strong customer service to
alums, parents and donors regarding current and past giving to
Smith and/or their information on file with Smith. Support
colleagues in the understanding of and use of the advancement data
Take appropriate actions to support a diverse workforce and
participate in the College's efforts to create a respectful,
inclusive, and welcoming work environment.
Gift Accounting: (40%)
Constituent Records: (40%)
- In a timely and accurate manner, oversee gifts from a wide
variety of sources from notification to finalization to support
- Assess, prepare and record gifts, pledges, and pledge payments;
prepare and/ or work with bank deposits and financial information;
and enter data into database.
- Learn about a dozen ancillary systems to extract the data
necessary to properly record charitable gifts to the college.
- Work with donors to resolve questions and concerns about gifts.
Produce and send tax receipts for all gifts received on a weekly
- Collaborate with other teams across Alumnae Relations and
Development and other departments, including but not limited to the
Controller’s office, the museum, the libraries, and ITS to complete
regular tasks, trouble shoot specific issues, and stream-line
- Keep pace with technologically driven changes to gift
accounting processes and procedures.
- Develop a basic understanding of the leading IRS regulations
that drive charitable gift accounting and Smith’s
- Provide customer service to donors and colleagues regarding how
to make a gift and past giving data.
Data Integrity and Analysis: (15%)
- Maintain and enhance biographical information in the database
to support Alumnae Relations and Development in fundraising and
constituent engagement efforts.
- Oversee constituent records from creation to deceasing.
- Use various auxiliary applications and databases such as but
not limited to Salesforce and AlumniFinder as part of constituent
- Work with constituents to resolve questions and concerns about
- Train student workers on various records-related projects when
appropriate and necessary.
- Collaborate with other teams across Alumnae Relations and
Development to complete regular tasks, trouble shoot specific
issues, and stream-line processes.
- Keep pace with technologically driven changes to constituent
records processes and procedures.
Help develop and use reports and data extracts to monitor data
accuracy, quality and consistency; assess and resolve issues as
they arise; and stream-line processes. Help work on data clean-up
projects as needed.
Other duties (5%)
Proactively assist with advancement support tasks as needed.
Participate in team meetings and task forces as appropriate.
Performs other related duties as assigned.
All employees are expected to participate in the College's
efforts to create a respectful, inclusive, and welcoming work
Minimum Qualifications (knowledge, skills, education,
experience, certifications, licenses)
High school diploma plus three years of relevant experience or the
equivalent combination of education and/or experience.
Experience working with individuals from diverse
Associates degree preferred. Experience with data management in a
fundraising or other constituent relationship management database
- Ability to learn and adapt quickly to new software in an
evolving technical environment.
- Excellent organizational, interpersonal and communication
skills with the ability to successfully interact with people of all
- Ability to collaborate and work with others, especially
Advancement Data Team, toward successful results.
- Ability to take initiative and solve problems.
- Strong customer service orientation.
- Ability to maintain a sense of humor.
- Ability to prioritize and multi-task in a fast-paced
environment and independently handle multiple priorities while
adhering to deadlines.
- Strong attention to detail and accuracy.
- Ability to manage confidential information with appropriate
- High level of proficiency with Microsoft Office (especially
Excel and Word).
- Able to incorporate use of a variety of auxiliary computer
systems into daily work flow.
Please attach BOTH
a current resume and a cover letter in
order for your application to be considered for this position .
You may combine your resume and cover letter into a single file
or attach multiple files to your application, but BE SURE you have
provided all attachments BEFORE SUBMITTING your application.
You will NOT be able to attach additional files after you have
hit the Submit button.
Review of applications will begin
July 16, 2021
Grade N Non-exempt
About Smith College
Located in Northampton, MA, Smith College is one of the largest
women’s colleges in the country and is dedicated to excellence in
teaching and research across the liberal arts. A faculty of
outstanding scholars interact with students in small classes, as
advisors, and through student-faculty research projects. The
College is a member of the Five College Consortium with Amherst,
Hampshire and Mt. Holyoke Colleges, and the University of
Massachusetts Amherst. Students cross-enroll and faculty
cross-teach across the Five Colleges.
Smith College is an Affirmative Action/Equal Opportunity employer
and does not discriminate on the basis of race, gender, age, color,
religion, national origin, disability, sexual orientation, gender
identity and expression or veteran status in the recruitment and
employment of faculty and staff, and the operation of any of its
programs and activities, as specified by all applicable laws and
regulations. Women, minorities, veterans and individuals with
disabilities are encouraged to apply.