Gift & Office Operations Associate

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.