Advancement Assistant

The Harold Grinspoon Foundation, a results-driven, entrepreneurial non-profit organization headquartered in Agawam, Massachusetts, is seeking an Advancement Assistant to join the Advancement team. One of HGF’s core programs, PJ Library is a groundbreaking program which currently reaches over 200,000 subscribers in more than 200 communities throughout North America and around the world.

Position Overview

Reporting to the Director of Advancement Operations, this position will assist the Director and advancement team as an integral part of the organization's fundraising and administrative team.

The position entails fundraising administration, database management, and is ideal for a motivated, team player with the ability to multitask within a fast‐paced work environment. They will help ensure that the administrative processes which support the fundraising effort run efficiently.

The primary responsibility of this role is the accurate and timely entry and management of contribution and demographic data for the Advancement department of the Harold Grinspoon Foundation (HGF). The candidate will learn the HGF business processes and rules for data management that align with the requirements of both the fundraisers (Advancement) and the finance staff (Accounting, auditors, Finance). Advancement Operations serves the donors, the fundraisers, the financial departments, and HGF at large: PJ Library, PJ International, JCamp, and Community Endowment. The candidate must be detail oriented, self-motivated, and able to focus on repetitive tasks. They should be comfortable using research tools when constituent information is incomplete to create constituent records and process gifts.


Responsibilities include but are not limited to:

Gift Processing: Careful and accurate work in the Raiser’s Edge database related to:

  • Gift processing: Contribution Entry, Contribution Adjustments and Voids, Batch Control.
  • Manage the timely receipt and acknowledgement of gifts (24 - 48 hours) and assure that all types of donations (cash, pledges, matching gifts, and planned gifts) are properly documented
  • Ensure data integrity through accurate data entry and ongoing clean-up efforts
  • Processing Matching Gift forms on behalf of donors
  • Maintaining donor records and Gift batch files
  • Generating reports for general development department needs
  • Upload daily gift reports
  • Achieve high proficiency in Blackbaud and SalesForce software for development functions.
  • Identify and implement processes and improvements to ensure the integrity of the database, including troubleshooting/identifying inconsistencies and making corrections.

Constituent Record Maintenance:

  • Demographic record management for donors, prospects, and friends of HGF
  • Enter reports of call, contacts, and new contact information into donor database for frontline fundraisers
  • Working with development staff and Advancement officers to troubleshoot questions and provide support
  • Monitoring RESupport inbox to respond to questions and troubleshoot issues
  • Regularly manage updates to constituent database and mailing lists to ensure all contacts are properly moved through development process and coded appropriately.
  • Assist as needed in running database reports for event invitation lists
  • Update and maintain Raiser’s Edge donor database on a daily basis

Advancement Programs & Donor Cultivation:

  • Serve as first level of contact for inquiries from donors and the public
  • With advancement team, assist in mailings, communications, and donor correspondence
  • Assist professional staff in the development and coordination of special donor events, recognition, and related efforts
  • Assist with the coordination, production, and distribution of stewardship materials
  • Process incoming and outgoing mail

Advancement Support:

  • Support the Director of Advancement Operations and advancement team in all aspects of the advancement/development function, including correspondence, mailing lists, reports, and special projects
  • Assist with departmental communications including team meetings and coordination among advancement staff at multiple locations
  • Coordinate with Program Officers to compile and mail donor and marketing materials
  • Provide customer service via phone and email for occasional projects


A successful candidate will:

  • Possess a high level of integrity
  • Demonstrate ability to work individually and with a team
  • Be extremely detail-oriented with good analytical, organizational, and written/oral communications skills
  • Possess a level of excellence in Microsoft Office products, especially Excel, Outlook, PowerPoint, and Word
  • Be able to maintain confidentiality in working with sensitive information
  • Thrive in a fast-paced environment and handle multiple projects simultaneously while prioritizing effectively
  • Be a self-starter
  • Have knowledge of development software such as Raisers Edge and SalesForce.

Physical Requirements

  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift up to 30 pounds at times.

For more information about the organization, visit and


  • Commensurate with experience


Please email a letter of interest and resume to

No phone calls, please.