Staff Assistant for Advancement Services

Worcester State University
Massachusetts, United States
Salary Not Specified
Posted date
Aug 2, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Technology Administration/Other, Development & Advancement, Alumni Affairs, Student Affairs, Admissions, Enrollment, Retention & Registrar, Student Activities & Services
Employment Type
Full Time
About Worcester State University:

WORCESTER STATE UNIVERSITY is a liberal arts and sciences university with a long tradition of academic excellence dating back to 1874, as well as an Affirmative Action/Equal Opportunity Employer that seeks to reflect the diversity of its community. Our workforce is dedicated to academic quality, student-centered programming, engaged citizenship, open exchanges of ideas, diversity and inclusiveness, and civility and integrity. We are looking for job applicants who share these values and commitment to our students.

Worcester State is centrally located in Massachusetts, about an hour's drive from Boston, Springfield, and Providence, Rhode Island. Our 58-acre campus is nestled in the residential northwest side of Worcester--the second largest city in New England and home to 37,000 college students at more than a dozen colleges and universities. Over 6,000 of those students attend Worcester State--approximately 5,300 are undergraduates and 1,000 are graduate students. Learn more about us at .

Job Description:

OFFICIAL TITLE: Staff Assistant for Advancement Services
SUPERVISION RECEIVED: Director of Advancement Services
SUPERVISION EXERCISED: May supervise student employees and volunteers

General Statement of Duties: The Staff Assistant for Advancement Services is responsible for providing operational support to the Division of University Advancement. The role places a strong emphasis on ensuring the integrity of the constituent database, from updating records to distributing daily transaction logs.


(E) = Essential

(E) Performs ongoing data maintenance of Raiser's Edge database, ensuring accuracy and integrity on biographical and educational information.
(E) Oversees the daily updating of records acquired through any source, working collaboratively with advancement staff, and supervising and enforcing data input protocols.
(E) Responsible for entering donations in an accurate and timely manner into a complex system database.
(E) Ensures that donations are promptly acknowledged though the computer-generated receipt process per University policies.
(E) Distributes daily transaction logs and reports to gift officers
(E) Researches ambiguous or incomplete updates to ensure constituent records are complete.
(E) Cleans and validates data as directed, including special projects.
(E) Designs and creates queries/exports for data extraction for mailing lists, contact lists, labels, ad-hoc reports, etc.
(E) Assists the Director in the analysis of and execution of the annual giving campaign and its various segments, including phonathon, through custom reporting and creation of dashboards.
(E) Assists with database and information management for donors and prospects for WSF and WCC as directed.
(E) Manually adds students from Colleague into Raiser's Edge in order to link students with the scholarships they receive
Supports other Development initiatives as assigned by Director.
(E) Demonstrates civility and professional, customer-service oriented behavior, worthy of emulation by other staff and students.
(E) Responsible for contributing to the WSU Strategic Plan.
(E) Responsible for contributing to Equal Opportunity/Affirmative Action objectives.
Performs other duties as assigned.


Required Qualifications:

  • 1 - 3 years of experience in an office setting, performing data entry and database management functions.
  • Demonstrated experience with Microsoft Office Suite.
  • Capacity to quickly learn various software programs with varying degrees of complexity.
  • Ability to organize work effectively, conceptualize and prioritize objectives, and exercise independent judgment based on an understanding of organizational policies and activities.
  • Ability to work under pressure and adhere to strict deadlines.
  • Competence in analyzing data and producing specialized reports.
  • Excellent oral and written communication skills, including editing and proofreading skills.
  • Ability to follow and enforce policy and protocol.
  • Ability to effective handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
  • Ability to work independently and with colleagues, in a fast-paced environment, adapting quickly to change.
  • Ability to make complex decisions, problem-solve and work cooperatively and effectively in a diverse environment.
  • Ability to uphold confidential information with the highest ethical code.
  • A genuine commitment to excellence and to the mission of the university.
  • Ability to perform the essential functions of the position with or without reasonable accommodation.
  • Ability to successfully pass a thorough background and CORI check.

Preferred Qualifications:

  • Associate's or higher degree
  • Experience with Raiser's Edge, Visio, Crystal Reports, and Colleague.

Additional Information:

Worcester State University is an Affirmative Action/Equal Opportunity Employer which seeks to reflect the diversity of its community.

It is the policy of Worcester State University that all employees be vaccinated against COVID-19 before they begin employment. Proof of the COVID-19 vaccine is required of all individuals hired by WSU, to be verified after an offer of employment has been made, and as part of the background check process. Prospective employees may submit a request for exemption based on a religious and/or medical basis, to Human Resources.

The firm annual salary range for this full-time, exempt, benefited APA position is: $40,000 - $45,000.

Application Instructions:

All applicants must apply online at

Expected documents for submission include a cover letter, resume, and a list of three professional references with contact information. Applicants must complete the National Student Clearinghouse Authorization form or submit the official transcript of highest degree.

All information that can be uploaded to one's e-account should be done so by the applicant; information which cannot may be faxed to 508-929-8169 or emailed to, or may be sent to the following address:

Executive Director, Chief Human Resources Officer

Worcester State University

486 Chandler Street

Worcester, MA 01602-2597


Get job alerts

Create a job alert and receive personalised job recommendations straight to your inbox.

Create alert

Similar Jobs