Assistant Director of Advancement Services

Staff / Full-Time

Pingree School, Hamilton, MA

Pingree School seeks to hire an Assistant Director of Advancement Services, who will assist the Director of Advancement Services with all gift processing activities including mail collection, gift entry and reporting, fundraiser portfolio maintenance, and acknowledgement and receipt production. This position is also closely involved with the Malcolm Coates Prep@Pingree Program, including grant coordination and management, as well supporting the School’s senior gift program.  This is a full-time, 12-month, non-exempt position that reports to the Director of Advancement.


Gift Processing

  • Coordinate and prioritize daily gift processing activities including mail collection and sorting, review of gift documentation, scanning of gift documentation into donor records (Raiser’s Edge), acknowledgements, and filing; 
  • Conduct accurate and timely gift batches into Raiser’s Edge in consultation with the Director of Advancement Services to ensure precise processing of gifts;
  • Create and distribute gift reports for Advancement and Finance teams, including overseeing posting to General Ledger;
  • Produce gift receipts and individualized acknowledgement letters for all gifts received in a timely and accurate manner;
  • Maintain pledge records; tracks outstanding pledges and create donor-centric pledge reminders as appropriate;
  • Make timely and accurate constituent updates in Raiser’s Edge to biographical and other relevant data received through internal and external sources including online forms, surveys, events, prospect meetings, and research;
  • Complete regular data audits in Raiser’s Edge to ensure consistent and accurate data entry;
  • Assist business office and auditors in summer reconciliation process;
  • Provide general department support for the Advancement team.

Prep@Pingree Corporate & Foundation Relations

  • Raise approximately $100,000 annually in foundation and corporate support of Prep@Pingree through grant writing and coordinated outreach;
  • Manage and build upon relationships with existing major foundation, corporate foundation supporters, and prospective funders;
  • Maintain fundraising calendar by preparing reports and other key communications in a timely and organized manner, including formal fundraising proposals; 
  • Work with the Business Office to provide financial reports and budgets accompanying proposals;
  • Work with the Director of Advancement, Prep@Pingree Program Director, and Advisory Board members to develop new relationships with prospective funders;
  • Spearhead and manage all prospecting and researching efforts of potential corporate and foundation funders, as well as individual donor prospects;
  • Serve as a member of the Prep@Pingree Advisory Board;
  • Collaborate and meet regularly with the Prep@Pingree Program Director;
  • Observe 1-2 classes per week during the Prep@Pingree summer program and other Prep@Pingree events.


Qualifications and Skills


  • Bachelor’s degree required;
  • Three or more years of relevant experience preferred;
  • Prior experience with database management (Raiser’s Edge) and Google applications preferred;
  • Demonstrated commitment to diversity, equity and anti-racism work;
  • Outstanding communication and interpersonal skills;
  • Excellent organizational and technology skills;
  • Meticulous attention to detail;
  • Ability to learn complex data entry and processes quickly;
  • Ability to exercise sound judgment and maintain gift and record confidentiality;
  • Ability to work on multiple tasks with interruptions in an energetic environment;
  • Ability to take initiative and follow through;
  • Works well under pressure with periodic heavy workloads (e.g. calendar and fiscal year ends);
  • A high level of integrity, strong work ethic, and sense of humor;
  • Enthusiasm for working in an independent school setting; this role may include advising, coaching, and/or teaching a class.

Pingree School

Hamilton, MA
High School
All Gender