Development Associate

Job description

Company Description:

When Bay Path opened its doors to students in downtown Springfield, MA in 1897, it had a very clear goal: to provide a practical, affordable, and career-oriented education to meet the needs of companies, organizations, and communities. From the beginning, Bay Path prided itself on being entrepreneurial, constantly pushing the boundaries of the academic experience to fit the student. To start them on the road of success. We still do.

Today, that spirit and philosophy is more important than ever in higher education. At Bay Path, it's not just the number and breadth of undergraduate and graduate programs that defines us-and we have many-but it is our ability to connect the classroom to learning to leadership to experience to career that is at the core of what we do best. We know the work that needs to be done.

Bay Path University, an independent and not-for-profit institution, was named Among Fastest Growing Baccalaureate Colleges by the Chronicle of Higher Education Almanac, and is a member of the Women's College Coalition. With a main campus in Longmeadow, MA and four satellite locations, (East Longmeadow, Sturbridge, Concord, Springfield), Bay Path offers undergraduate, graduate (for women and men) degrees, and professional certificates.

We're committed to preparing our students to navigate a constantly changing world. Whether it is one of our innovative academic programs, groundbreaking online learning platform, or through our Women as Empowered Learners and Leaders initiative, we educate our students in ways that will help them to grow, learn to adapt, and always to flourish. Be part of the change.

We invite you to visit our website at where you can learn more about Bay Path University.

Job Description:

  • Position Code: DEVAS
  • Job Type: Full-time
  • Hours: 8:30 am to 5:00 pm
  • Schedule: M-F, some evenings and weekends may be required.
  • Position Location: Longmeadow Campus

Job Summary: The Development Associate serves as office coordinator and provides a variety of high-level administrative, financial and communications support for the Development and Planned Giving Office, particularly for the Vice President. The incumbent will draft routine correspondence, manage departmental calendars and meeting spaces, oversee most financial transactions including purchasing and approvals, and provide support for the committees and Board as needed. The Development Associate is in charge of the department budget, including expenses, donation income, yearly goals, budget planning, and expense tracking. This position serves as the inflection point for most internal departments at Bay Path University when they interact with Development and Planned Giving.  The Development Associate must exercise careful, independent judgment and in many cases will function as the public representative of the Development and Planned Giving Office. This position also assists with events, website updates, electronic newsletters, and social media.

Essential Duties:

Administrative Support

  • Manages calendar and correspondence of the Vice President; makes travel plans.
  • Serves as the office coordinator for all Development and Planned Giving operations. Maintains department schedules and planning calendars.
  • Secures meeting space, food and beverage, and audiovisual requirements for Board, donor, staff, and volunteer functions.
  • Provides background research to inform Vice President's schedule and activities.
  • Composes correspondence to donors, board members, volunteers, senior leadership, and other audiences.
  • Provides proofreading and editing for a variety of documents and marketing, especially those for major donors and senior leaders.
  • Prepares presentations in a variety of formats.
  • Assists with strategic planning.


  • Plans and facilitates donor cultivation and stewardship events, including guest lists, RSVPs, and logistics. Supports the efforts of the Vice President and Director of Special Gifts to execute such events.
  • Provides support to Board members and volunteer groups as needed, including meeting logistics, agenda, and minutes.
  • Responds to ad hoc requests from donors, fellow employees, and the community.
  • Provides community outreach by attending events, responding to requests for information and support, updating directories, and so on.


  • Assists in developing and distributing marketing materials for fundraising purposes (e.g., case statements, solicitation packets).
  • Maintains master list of naming opportunities related to both capital and annual fund campaigns.
  • Compiles reports of fundraising progress and activities for publication and distribution to internal and external audiences.
  • Assists in the preparation of proposals, bequests, and gift agreements.
  • Create and disburse electronic newsletters.


  • Performs routine orders of supplies, and ensures fundraising expenses are appropriate.
  • Approves purchase orders and invoices.
  • Ensures that bills are paid on time.
  • Monitors department expenses throughout the fiscal year.
  • Works closely with Development and Planned Giving staff to ensure that spending and income trends correspond with annual budgets.
  • Processes department time keeping for submission to payroll.
  • Assists with preparing the department budget.



  • Attend trainings as needed/required.
  • Perform any other duties or tasks as assigned by the University.
  • Has no responsibility for the direct supervision of other employees; however, serves as the point person for department volunteers and new department employees, including orientation to office systems and providing resources information.
  • If you operate a University owned, leased or personal vehicle at any time while performing your duties you must follow all policies and procedures outlined in the Operations Manual. You must have a valid driver's license and must Additionally, you must report any driving offense, on or off company time, which causes a loss, suspension, or any other change in your license status. You must report this change within one business day of the offense. You can report this change to the Human Resource Department or your direct supervisor. Failure to do so can lead to disciplinary action, up to and including terminations.



  • Bachelor's degree with one (1) to three (3) years' relevant experience.
  • Two (2) or more years of nonprofit organization experience preferred.
  • Must be proficient with Microsoft Office Suite.
  • Ability to utilize the Internet for biographical and informational searches.
  • Working knowledge of database technology is desirable.
  • Excellent oral and written communication skills.
  • Excellent interpersonal skills, including one-to-one, group settings, and phone etiquette with diverse constituencies.
  • Ability to work with confidential and/or sensitive information with discretion.
  • Superior time management and organizational skills.
  • Strong commitment to providing service to donors and organizational and community leaders.
  • Must possess exquisite attention to detail and also understand long-term priorities and long-range strategies.
  • Ability to adhere to University policies and procedures.
  • Should be committed to a culture of diversity, respect and inclusion; demonstrated ability to build working relationships with people having a wide variety of backgrounds, perspectives, and experiences different from ones' own.
  • General knowledge of the University's mission, purpose and goals and the role this position plays in achieving those goals.

Additional Information:

Commitment to Diversity and Inclusion
Bay Path University is a diverse community devoted to proactively nurturing a campus-wide culture that promotes and ensures respect, inclusion and safety for all members regardless of race, color, national origin, age, gender, religion, sexual orientation and gender identity, socio-economic background, or physical ability. We are one University that opens our hearts and minds to conversations, to learning and to creating a community that is welcoming of all. Regardless of position, it is expected that each employee will embrace this commitment and demonstrate an attitude of respect toward and acceptance of all members of our community.

Application Instructions:

Applicants for this position should attach a cover letter resume / curriculum vitae, the contact information for four (4) professional, work related references and any other relevant information pertaining to this position and your candidacy.  Please apply online.  Faxes and emails will not be accepted. 

Bay Path University is dedicated to building a culturally diverse and pluralistic faculty committed to teaching and learning in a multicultural environment and strongly encourages applications from minorities, women and all underrepresented backgrounds.  An Equal Opportunity Employer, Bay Path University is committed to fostering diversity in its student body, faculty, and staff. 

Bay Path University will become a smoke- and tobacco-free community as of July 1, 2018.





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Job No:
Posted: 12/19/2017
Application Due: 12/19/2018
Work Type: