Holyoke Community College is housed on a multi-million-dollar, 135-acre campus, equipped with state-of-the art technology in specialized learning facilities. HCC serves over 9,000 students annually, and provides a variety of recreational and cultural activities, from sports programs to music festivals, for students and community members alike. The college's strongest assets continue to be an innovative spirit, a sincere concern for students and a commitment to strive for even greater success. These are the values which have created a tradition of excellence spanning more than six decades, and which are enabling Holyoke Community College to meet today's challenges.

The Staff Assistant, Gifts and Records plays a vital role in advancing Holyoke Community College's mission to “Educate. Inspire. Connect.” through precise management of the institution's gift processing and records management function. Reporting to the Director of Development, this position serves as the cornerstone of HCC's fundraising infrastructure, ensuring accurate processing and recording of all charitable contributions—from annual gifts to complex seven-figure donations. The role encompasses managing stock transfers, planned gifts, EFTs, checks, credit cards and cash, while maintaining the highest standards of data integrity and donor confidentiality.

The ideal candidate will be a detail-oriented professional who takes pride in maintaining accurate records, thrives in a behind-the-scenes role, and understands the critical nature of timely and precise records management. This position requires exceptional organizational skills, proficiency in fundraising databases, and the ability to handle sensitive financial information with discretion and accuracy.

CORE COMPETENCIES

Technical Skills: database proficiency, accuracy in data entry

Professional Traits: attention to detail, confidentiality, discretion

Operational Skills: independent work, organization

Gift Processing:

• Accurately process and record all gifts, including cash, checks, credit cards, securities, matching gifts, planned gifts, and in-kind donations in donor database.
• Generate gift receipts and acknowledgment letters for donors in a timely manner.
• Generate weekly gift reports for department and bookkeeper.
• Generate gift acknowledgment letters in compliance with IRS regulations.
• Assist in preparing data for audits and tax filings.
• Support matching gift programs and pledge reminder processes.
• Ensure compliance with legal and professional standards, including IRS regulations, CASE reporting standards, and accounting best practices.
• Follow up with companies, and financial institutions via phone and email to obtain required gift documentation and verify gift details.
• Maintain professional communication with constituents to confirm or update contact information and gift processing requirements.
• Provide assistance to donors, staff, and campus partners regarding gift information.

Constituent Records:

• Establish and maintain constituent records, including biographical updates, tribute records, and matching gift information.
• Generate basic constituent lists including alumni listings, straightforward donor reports, and event registration rosters, while maintaining accuracy and confidentiality.
• Maintain database integrity through routine tasks including merging duplicate constituent records, updating deceased status, and recording biographical and relationship changes as received.
• Generate basic database queries and simple exports for routine needs (such as standard biographical listings, basic donor reports, and straightforward event registration lists).
• Assist with routine data entry projects and basic updates as assigned.

Administrative Support:

• Administrative support to development team members to support fundraising, event management, donor relations, and special projects.
• All other duties as assigned.

REQUIRED:

Associate degree required;

1-3 years of business-related, banking, or financially related experience;

Proficiency in MS Office Suite (particularly Word and Excel) and Google Workspace;

Demonstrated experience handling confidential financial information;

Strong attention to detail and proven accuracy in data entry and financial record-keeping;

Experience processing mail merge function to generate letters and name badges;

Excellent organizational skills with ability to manage multiple priorities and meet deadlines

Strong written and verbal communication skills;

Commitment to diversity, equity, and inclusion principles in working with diverse constituencies;

Demonstrated ability to work independently and maintain productivity.

PREFERRED:

• Bachelor's degree;
• Experience with Blackbaud Raiser's Edge/NXT or similar fundraising CRM;
• 2-3 years of related experience in gift processing or donor database management is preferred;
• Strong knowledge of relational database systems;
• Basic proficiency in database navigation and ability to run simple queries and exports;
• Knowledge of IRS regulations regarding charitable giving;
• Experience in higher education;
• Understanding of stock transfers and planned giving documentation;
• Previous experience processing major gifts and complex donations.

EQUIVALENCY STATEMENT: Applicants who do not meet the required qualifications as stated above are encouraged to put in writing precisely how their background and experience have prepared them for the responsibilities of this position.

Full-time, Non-Unit Professional position

Salary Range: $56,170 - $60,800/year; plus a comprehensive State benefits package

Hours: 37.5 hrs./week

Funding Source: State

- All candidates must have legal authorization to work in the United States. HCC is not sponsoring H1B Visa.
- Pre-Employment Background check, including Criminal History will be conducted for all positions.

Holyoke Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College’s Affirmative Action and/or Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education’s Office for Civil Rights.