Careers

Title: Temp-Donor Relations Assistant

Department: Donor Engagement & Events

Duration: End Date: December 18, 2026 (Possible Extension)

Employment Status: Non-Exempt, 29 hours per week

Job Summary

Reporting to the Director of Donor Relations, the Temporary Donor Relations Assistant will work closely with the Donor Relations team on donor stewardship, planning, and implementation, and assists the team’s goals and ongoing efforts to build and nurture long-term relationships with Occidental College donors. This position plays an important role in ensuring the team’s mission is achieved by providing administrative and operational support for acknowledgement letters, reports, donor communications, and occasional engagement events; answering and responding to external and internal inquiries via telephone and email; scheduling meetings and taking meeting notes; data entry; and serving as an administrative liaison between the Donor Relations Office and campus partners.

Job Duties

• 30% - Coordinates and implements day-to-day administrative and operational functions for the Donor Relations team, including but not limited to: Printing, collating, and mailing letters, reports, and other donor communications. Making copies, scanning, and maintaining electronic files. Answering and responding to external and internal inquiries via telephone and email. Scheduling meetings and taking meeting notes. Entering data and updating procedures. Maintaining and updating internal documentation, including policies and procedures. - (Essential)
• 25% - Responsible for preparing and mailing leadership-level ($1,000–$24,999) acknowledgements, as well as acknowledgements for donor advised funds (DAFs), honorary and memorial gifts, and matching gifts. Develops and maintains donor-related reporting and acknowledgment processes and documentation. Produces weekly donor acknowledgement letters with attention to accuracy and timeliness. - (Essential)
• 20% - Oversees data and information requests to Advancement Services, Engagement Communications, and other internal partners. Validates data for accuracy across communications and recognition materials, including donor honor rolls, donor walls, and recognition plaques. Ensures the integrity of donor data used in communications and stewardship efforts. - (Essential)
• 10% - Assists with tracking the Donor Relations budget. Responsible for submitting credit card reports, processing invoices, and managing contracts. Coordinates with internal departments and vendors (e.g., Business Office, Facilities) by submitting work orders, arranging payments, and tracking check requests. - (Essential)
• 5% - Maintains and updates the Donor Relations project and production calendar. Uses platforms such as Asana, Excel, Smartsheet, and Google Workspace to manage and track team projects. Serves as the point person for project management within the Donor Relations team. - (Marginal)
• 5% - Prepares materials for donor reports and communications. Expands writing responsibilities to include research and drafting content for impact reports, student profiles, and other stewardship communications. Assists with editing, proofreading, and preparing donor reports, including endowed and spend-down fund reports. - (Essential)
• 5% - Assists with special and ongoing stewardship and recognition initiatives, including the launch and administration of new programs. Executes bi-monthly first-time donor touchpoints. Administers the leadership gift societies program once launched. - (Essential)

Minimum Qualifications

• Bachelor’s degree in related field to position duties or equivalent combination of education and experience.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Web Editing, and social media applications or any combination of productivity programs applicable to position responsibilities.
• Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy.
• Strong commitment to a quality work product.
• Demonstrated ability to effectively communicate verbally, in writing and electronically.
• Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies.
• Demonstrated commitment to justice, equity, inclusion & diversity.
• Demonstrated skill in adapting to and performing work effectively in high-volume, high accountability, confidential environment with multiple and changing priorities.
• Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner.
• Ability to self-motivate and work independently.
• Ability to provide effective leadership and training, and to work effectively and professionally across functions, disciplines, levels, and with diverse groups.

Preferred Qualifications

• Two years of related work experience, particularly within higher education, non-profit organizations, or fundraising.
• Experience with writing custom reports and communication pieces.

EXPECTED HIRING RANGE:  $18.00/hr - $21.00/hr. This position is not benefits eligible.