Advancement Associate

Job DetailsJob Location: Buffalo, NY 14222Salary Range: $40,000.00 - $45,000.00 SalaryPOSITION SUMMARY: The Advancement Associate reports to the Manager of Advancement Services to provide support for processing, acknowledging, tracking, and the stewardship of all gifts including, but not limited to, memberships at all levels, annual gifts, Board giving, grants, sponsorships, and endowment gifts. In addition the Advancement Associate will provide administrative support to the Managers of Philanthropy and Director of Advancement.   CORE RESPONSIBILITIES: Database & Records Management Responsible for recording and tracking of revenue and constituent data in the Altru database Maintain accurate constituent information in the database Maintain accurate records of requests and giving histories for individual, foundation, corporate donors Maintain digital and hardcopy records including correspondence, such as hardcopy records for gifts $1,000+, including copies of signed tax letters for $1,000+ gifts File hard copy acknowledgements up to five years and save digital copy in Altru Gift Processing, Acknowledgment & Compliance Manage tax acknowledgment letter process Remain knowledgeable and up to date on tax deductible process Customize letters to reflect the uniqueness of each gift Ensure that highest level gifts get a letter from the Executive Director and draft this correspondence Invoice outstanding Advancement pledges Financial Tracking & Reconciliation Reconcile the Advancement Department’s revenue and expense records through reports and ongoing communication with the Finance department Maintain all departmental purchase orders and spending records Donor Relations & Stewardship Work with gift officers and grant manager to make sure that recognition is accurate and up to date Assist in execution of donor stewardship plans and benefit fulfillment; maintain updated plans in Altru Maintain a list of all gifts $1,000+ weekly and assign appropriate solicitors to call and thank donors Maintain Board giving spreadsheet Events & Engagement Assist with membership, fundraising, Donor Circle, After Hours, and Board events Fulfill and schedule tour donation requests Administrative & Operational Support Respond to donor and member phone and e-mail requests Assist gift officers with travel itineraries and schedule meetings for Associate Director of Advancement Convene regular department meetings Serve as a point person for department supplies Qualifications  KNOWLEDGE SKILLS & ABILITIES: Education and Experience: Bachelor of Arts/Bachelor of Science or 5 years equivalent experience in a related field. Arts, cultural, or not-for-profit professional experience highly desirable. Art history and art museum experience preferred.   Skills/Abilities/Competencies: Minimum requirements Superior customer service skills essential Administrative computer skills, including strong working knowledge of Microsoft Word, Excel, Access, and PowerPoint needed  Excellent time management, organizational, and prioritization skills essential Demonstrated ability to manage a variety of tasks simultaneously Ability to work a flexible schedule, including some weekend and evening hours   Additional requirements Knowledge and proficiency in Altru, or related fundraising software strongly preferred Handle challenges with a sense of humor and positive outlook Other duties as assigned