Advancement Assistant

Staff / Full-Time

Gann Academy, Waltham, MA

Under the direction and supervision of the Chief Advancement Officer and the Senior Advancement Officer, the Advancement Assistant is responsible for managing the core department operations including gift processing, acknowledgments, maintaining gift accuracy, invoices, and reconciliation with the Business Department. The assistant is also responsible for prospect research and database reports. This position performs various administrative, technical and support functions including utilizing Blackbaud/Raisers Edge, maintaining the master department calendar, and supporting the planning and execution of the annual campaign.

This is a full-time, in-person position with a salary range of $47,000-$52,000 depending on experience.


Gann Academy is committed to building an inclusive workplace culture where talented people of widely diverse backgrounds can thrive. We believe the inclusion of diverse perspectives will improve our work and produce better societal and learning outcomes for all. All employees participate in this commitment whether internally, in building a welcoming workplace culture and /or externally, in ensuring inclusive engagement with families, donors, media, vendors, allies, and others.


Gift Processing, Acknowledgments and Data Management Duties:

  • Input and track all donations in Raisers Edge including credit card payments, online payments and gifts of stock or appreciated securities.
  • Create and send all donor acknowledgment letters.
  • Create and send all Tribute gift recognition cards.
  • Execute standard queries from Raisers Edge such as financial reports and solicitor reports.
  • Create ad hoc queries, exports and reports as needed related to fundraising and events.
  • Accurately track constituent groups and adjust as needed.
  • Execute all mailed and emailed communications using a variety of platforms.
  • Make updates to the gift processing portion of the Gann webpage.
  • Work collaboratively with the business and admission offices to coordinate data and ensure financial reconciliation.


General Database, Research, and Administrative Duties

  • Work with the CAO to define and implement a prospect research program.
  • Produce research and briefings using online database services and internet resources
  • Create and manage reports, meeting schedules of both staff and volunteer driven prospect management activity.
  • Compose, create, edit, and type a variety of forms, letters, lists, reports, spreadsheets, applications, bulletins, folders, and other materials as requested; file, duplicate and distribute/collect materials as necessary.
  • Coordinate, prepare, and distribute electronic mailings to donors, faculty, staff, students, parents, and others as needed; distribute department mail.
  • Manage all materials and supplies for the department;
  • Maintain the master project calendar for the Advancement Department.
  • Partner with Advancement Team with Direct Mail projects.
  • Other administrative functions as needed.


The above responsibilities are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.



  • High level of accuracy and detail oriented.
  • Excellent customer service skills.
  • Ability to work collaboratively with colleagues.
  • Ability to work independently and effectively in a changing, fast-paced environment.
  • Possess strong computer skills in MS Office Suite: Excel, Word, PowerPoint, etc.; mail merge skills required; fluent with web-based communication and technology; excellent email etiquette.
  • Ability to prioritize several projects, assimilating information with accuracy and consistent attention to detail and meet schedules and deadlines with minimal supervision; possess excellent logistics management and program organization skills.
  • Self-starter with excellent decision-making capabilities.
  • Possess effective written and oral communication skills with a solid understanding of business rules, spelling, grammar, and punctuation.



  • Bachelors Degree preferred.
  • 1-2 years of office experience required, experience in an academic or development office or school environment a plus.
  • Experience with Raisers Edge preferred.



  • Must be proficient in English to carry out work as assigned.


Physical demands include dexterity for office machine/supply operation including but not limited to computer, telephone, copy machine, and printers. Stooping, bending, and reaching for files or supplies, and sitting or standing for extended periods of time are common.


Gann Academy is an equal opportunity employer. It is the policy of the school to prohibit discrimination and harassment of any type and to afford equal employment opportunities to employees and applicants, without regard to race, creed, color, religion, national origin, sex (including sexual orientation, gender identity or expression), and pregnancy, age, physical or mental disability, genetic information, or veteran status.


External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.



Gann Academy offers an attractive and competitive package of benefits to our employees. Health and wellness benefits include individual and family plan health insurance, group life insurance, temporary and long-term disability benefits, and health savings and flexible spending accounts. In addition, employees benefit from a very generous amount of time off, including vacation and sick time, and for both Jewish and secular holidays. Gann also has a 403(b)-retirement plan with employer matching.


Life at Gann Academy

Gann Academy is mission-driven and innovative and is committed to a diverse professional community. Professional engagement with diversity and multiculturalism informs both our pedagogy, our work, and our programming.

Most of all, Gann offers a community of smart, collaborative, and compassionate professionals who care about their work, their school, and their colleagues. We help one another learn, solve problems, and have fun. Consistently, Gann professionals tout the support and teamwork of their colleagues as a unique highlight of their Gann experience, and one in which Gann is different from any other school or community. Come find out for yourself!


Gann Academy

Waltham, MA
High School
All Gender