Position Description

Assistant Director of Advancement Services
Job Department/School Advancement and External Relations
FT/PT/Temp Full time
Location Garden City, N.Y.
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Assistant Director of Advancement Services

University Advancement and External Relations



The Assistant Director of Advancement Services (the “Assistant Director”) is responsible for helping provide critical infrastructure for the successful execution of fundraising campaigns, major and planned giving, annual giving, engagement activities, and donor relations. The Advancement Services team includes the Director, the Associate Director of Advancement Services and the Assistant Director of Advancement Services.

The Assistant Director is directly responsible for entering and tracking gifts and pledges in the Advancement database, preparing donor acknowledgement letters, and overseeing transfer and reconciliation of gift data with the Finance Office. The Assistant Director will also maintain biographical data standards, fulfill ad-hoc data requests, and assist with prospect research as needed.


In compliance with New York’s Pay Transparency Act, the annual base salary range for this position is $53,000 - $63,000. Adelphi University considers factors such as departmental budgets, scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

REPORTS TO: Director of Advancement Services


  1. Ensure compliance with Internal Revenue Service (IRS) regulations, federal and state laws, Donor Bill of Rights, Council for Advancement and Support of Education (CASE) standards for reporting and gift acceptance, CAE, AFP and other industry guidelines and standards.
  2. Enter all gifts/pledges into the Advancement database in an accurate and timely fashion, to adhere to University Advancement's 48-hour turnaround receipting policy.
  3. Oversee the production and mailing of daily receipts for all qualifying contributions.
  4. Produce various reports pertaining to the gift entry process; submit and distribute various report requests to Advancement and/or President's Office staff.
  5. Maintain all donor records and supporting documentation regarding contributions. Oversee the maintenance of the Advancement check and receipt imaging systems.
  6. Track and maintain all matching gifts and matching gift requests. Proactively monitor and notify Advancement staff of matching gift opportunities.
  7. Assist with the collection and recording of gifts related to special events.
  8. Contact donors as necessary to resolve any issues regarding contributions.
  9. Screen all incoming gift materials for biographical updates and route them to the appropriate personnel.
  10. Perform quality control audits of biographical data to ensure data integrity.
  11. Assist with prospect research as needed.
  12. Ensure the highest level of customer service for internally and externally focused operations.
  13. Perform other job related duties as assigned.

REQUIREMENTS: (Knowledge, Skills, and Abilities)

  1. Excellent computer skills required with a thorough knowledge of Microsoft Word and Excel.
  2. Excellent organizational skills and ability to work accurately and quickly with numbers.
  3. Knowledge of tax requirements for non-profit organizations preferred.
  4. Knowledge of Raiser’s Edge database system, non-profit fundraising operations, and CASE reporting standards preferred.
  5. Bookkeeping and accounting experience preferred.
  6. Ability to maintain strict confidentiality.


  1. Bachelor’s degree is required.
  2. Minimum of three years of experience is required.


Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students’ lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi is one of just four companies and the only university on Long Island to be named among America's Best Employers by State for 2023 by Forbes. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island’s oldest private coeducational university, serving more than 7,400 students at its beautiful main campus in Garden City, at learning hubs in Brooklyn, the Hudson Valley and Suffolk County, and online. The University offers students 70 undergraduate programs, 93 master’s degree and doctoral programs, and 64 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 119,000 graduates across the country, a growing enrollment of students from 44 states and 76 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.

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Adelphi University is an equal opportunity/affirmative action employer, committed to building a diverse and inclusive workforce. We welcome applications from all candidates, including people of color and those who are, or identify as, members of any marginalized, underserved or underrepresented group. Adelphi is an emerging Hispanic serving institution so bilingual candidates are encouraged to apply. Here is our University statement on diversity: https://www.adelphi.edu/diversity-equity-inclusion/about/.