Job Details

Development Assistant (Philanthropy Services Floater)

Position Number: 6890275
Location: Santa Clara, CA
Position Type: Development and Fund Raising

Development Assistant (Philanthropy Services Floater)

Position Title:
Development Assistant (Philanthropy Services Floater)

Position Type:
Regular

Hiring Range:

$25.05 - $30.05; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:
Hourly
Primary Purpose of Position

The Development Assistant (Philanthropy Services Floater) provides entry-level administrative and operational support across multiple functional areas within the University's philanthropy and advancement operations. This part-time/fixed-term role serves as a flexible, cross-trained team member who supports gift processing, donor relations, data and records management, and general administrative functions. The position is ideal for a detail-oriented individual seeking broad exposure to higher education fundraising operations while supporting the University's mission and philanthropic goals.

Essential Duties and Responsibilities

Gift Processing Support

Assist with the processing of charitable gifts, including data entry, documentation, and preparation of materials in accordance with University policies and gift acceptance guidelines.
Support the timely and accurate acknowledgment of gifts by assisting with receipts, donor correspondence, and related records.
Help maintain gift records and supporting documentation to ensure compliance, accuracy, and audit readiness.

Donor Relations Support

Provide administrative support for donor relations activities, including assistance with donor correspondence, stewardship materials, and event logistics.
Support the coordination of donor communications and recognition efforts.
Assist with donor records and tracking stewardship activities in the donor database.

Data & Records Management

Enter, update, and maintain constituent, gift, and engagement data in databases or spreadsheets with a high level of accuracy and confidentiality.
Assist with data cleanup, record updates, and routine audits to support data integrity.
Maintain electronic and paper files, including filing, scanning, and archiving documents in accordance with records management standards.

General Administrative & Shared Services Support

Provide general administrative assistance to philanthropy teams as assigned, including scheduling, calendar support, meeting preparation, and correspondence.
Serve as a floater across advancement units to provide coverage during peak periods, staff absences, or special projects.
Assist with office operations, including ordering supplies, coordinating with vendors, and supporting basic facilities or administrative requests.
Support special projects, events, and initiatives as needed.

Customer Service & Professional Communication

Serve as a professional point of contact for internal colleagues and external constituents, including donors and volunteers.
Communicate clearly, courteously, and professionally in person, by phone, and in writing.

Additional Responsibilities

Perform other related duties as assigned to support the goals of the philanthropy and advancement operations.

Qualifications

To perform this job successfully, an individual must satisfactorily perform each essential duty. The items below represent the knowledge, skills, abilities, education, and experience required or preferred.

Knowledge

Willing to learn fundraising and donor relations concepts and principles.
Knowledge and experience using technology to enhance communications as well as operational efficiencies in the office.
Experience in supervising student workers and/or clerical staff.
Learn campus operations, rules, and regulations.
Experience providing exemplary customer service to internal and external clients.
Knowledge of the SCU campus and campus community is a plus.
Understanding and appreciation of the mission of Santa Clara University and the vision and values of a Jesuit Catholic educational institution.

Skills

Excellent communication (both verbal and written) and interpersonal skills.
Must be both an independent thinker and a team player.
Demonstrated budget and analytical skills.
Must have strong problem-solving and decision-making skills.
Expert planning, coordinating, and organizational skills.
Must be a goal-oriented and exceedingly well-organized individual who can demonstrate accountability, initiative, creativity, and focus in a rapidly changing and intellectually stimulating environment.
Excellent time management, multitasking, and prioritization skills.
Excellent computer skills; proficiency in using Microsoft Office suite - word processing, Excel spreadsheets, database, and web resources.
Dependable, responsible, and self-motivated.

Abilities

As the first point of contact for University Relations, the Customer Support Specialist must exhibit professionalism and cordiality, whether in person or on the phone.
Demonstrated ability to establish credibility with broad and diverse constituencies within a complex organization based upon integrity, critical thinking, outstanding operational performance, customer service orientation, and excellent interpersonal skills.
Demonstrated sound judgment in situations requiring independent decision-making and in handling confidential and sensitive material.
Able to manage numerous projects simultaneously, to multitask, and achieve goals in a deadline-driven environment.
Work style that is thorough, accurate, and detail-oriented; the ability to follow through on assignments and projects.
Able to work well autonomously and as part of a team.
Punctual and reliable attendance.

Education/Experience

Bachelor's degree or progress toward a degree in a related field (e.g., communications, nonprofit management, business, or liberal arts).
A minimum of two years of experience in administrative support.
Strong attention to detail and organizational skills.
Ability to handle confidential information with discretion and professionalism.
Proficiency with basic office software (e.g., Microsoft Word, Excel, Outlook, or Google Workspace).
Strong written and verbal communication skills.
Ability to manage multiple tasks and adapt to changing priorities in a collaborative environment.

Preferred Qualifications

Interest in higher education, philanthropy, nonprofit administration, or advancement services.
Experience with data entry, customer service, or administrative support in an office setting.
Familiarity with CRM or donor database systems (e.g., Banner, Advance, Salesforce, Raiser's Edge) is a plus.

Physical Demands

Considerable time is spent at a desk using a computer terminal.
May be required to travel to other buildings on the campus.
Position requires the ability to run errands, on and off campus.
May be required to drive the UR golf cart.
This position requires occasional lifting of heavy boxes or materials.
May be required to occasionally travel to outside customers, vendors, or suppliers

Work Environment

Office-based or hybrid environment within a higher education setting.
Standard business hours with occasional evening or weekend support for events, as needed.
Typical office environment.
Mostly an indoor office environment.
Offices with equipment noise.
Offices with frequent interruptions.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at https://www.scu.edu/title-ix/.

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please visit the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities. Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at hraccommodations@scu.edu or by phone at (408)554-5750.

To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Development-Assistant--Philanthropy-Services-Floater-_R7039