Assistant for Development and Research

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JOB SUMMARY

The Assistant for Development and Research at the American Philosophical Society (APS) is responsible for providing a wide range of high-level, administrative support to the Director of Development, Director of the Friends of the APS, and Director of Grants and Fellowships. These functions include database management, coordinating departmental activities and mailings, maintaining departmental content on the Society’s website and alumni portal, preparing correspondence to donors and grant recipients, and handling committee meetings and event logistics.

ESSENTIAL DUTIES

Database Management - The American Philosophical Society uses Salesforce

  • Perform accurate entry of gifts for Development and grantee information for Research
  • Track APS event participation and engagement
  • Track and vet incoming grantee reports
  • Perform database maintenance including contact research, deduping, merging records, etc.
  • Prepare and merge gift acknowledgment letters and receipts (requiring prompt turnaround), as well as pledge reminders
  • Prepare donor lists to ensure proper recognition
  • Run reports for Development, Research, and Finance departments
  • Submit matching gift forms
  • Liaise with Salesforce consultant, as needed

Production

  • Prepare production schedule of all Development communications
  • Coordinate and implement mail merges, with customization as needed
  • Assist with organizing and carrying out physical and electronic mailings of all sizes for gift solicitations, donor stewardship, requests for grant proposals, etc.
  • Coordinate staffing of temporary help to assemble physical mailings

Research

  • Conduct basic prospect research for individuals, foundations, corporations, and government agencies
  • Research and update contact records for grantees
  • Identify additional websites, professional organizations, and Offices of Sponsored Programs for promotion of grant and fellowship programs

Events

  • Coordinate logistics for committee meetings, appointments, lunches, conference calls
  • Provide assistance during occasional evening events

General Office

  • Follow specific APS-guided records procedures to maintain electronic and hard copy files on donors, prospects, and grantees; maintain/archive hard copy and electronic files for all foundation, government, and other grant funds (current and past)
  • Assist with grant administration
  • Implement changes to Development and Research content on the Society’s website
  • Monitor activity and post to the Alumni Forum, a portal for past grant and fellowship recipients
  • Coordinate travel arrangements of staff and committee members
  • Perform general office administration including copying, faxing, ordering supplies, preparing monthly expense reports, and maintaining inventory of materials
  • Attend and keep minutes of the Development Committee meetings
  • Participate in weekly departmental staff meetings
  • Draft and produce general correspondence

QUALIFICATIONS

  • Associate’s degree and/or a minimum 5 years of progressive executive administrative experience
  • Proficiency in Excel, Word, PowerPoint, Adobe, MailChimp, Constant Contact, DocuSign, Zoom
  • Demonstrated working knowledge of database management (entry, retrieval, merges, etc.). Salesforce or comparable fundraising database software preferred
  • Knowledge of development process and scope of work
  • Understanding of research grant process
  • Expert-level written and verbal communication skills 
  • Impeccable spelling/grammar and proofreading skills
  • High level of professionalism, including the ability to handle confidential information
  • Superior organizational skills with the ability to keep multiple projects moving forward on schedule
  • Meticulous approach to correspondence and other products
  • Strong-customer service skills. Comfort with and ability to relate to APS Members (average age 75), Friends, grantees, staff, and volunteers with grace and poise
  • A “can-do” and positive attitude
  • Understanding of APS history, core programs, and constituencies

All APS staff, interns, fellows, and volunteers are required to be vaccinated against COVID-19.

Competitive salary commensurate with experience. The APS also offers a comprehensive benefits package including health insurance, retirement, life insurance, and disability benefits.

The American Philosophical Society is an equal opportunity employer, dedicated to a policy of nondiscrimination in employment on any basis including race, creed, color, age, sex, gender, religion, or national origin. The APS values diversity in its many forms and encourages diverse applicants to apply.

About the American Philosophical Society

The American Philosophical Society, the oldest learned society in the United States, was founded in 1743 by Benjamin Franklin for the purpose of “promoting useful knowledge.” In the twenty-first century the Society sustains this mission in three principal ways. It honors and engages distinguished scientists, humanists, social scientists, and leaders in civic and cultural affairs through elected membership and opportunities for interdisciplinary, intellectual fellowship, particularly in the semi-annual Meetings in Philadelphia. It supports research and discovery through grants and fellowships, lectures, publications, prizes, exhibitions, and public education. It serves scholars through a research library of manuscripts and other collections internationally recognized for their enduring historic value.

Application Instructions

To apply upload the following as one document/PDF: 1) CV or resume; 2) a cover letter explaining qualifications for and interest in the position, and 3) a list of three references (not letters of reference, please). Applications will be accepted through November 30, 2022.  http://apply.interfolio.com/117245