Development Associate

Advancement Associate Reports To: Sr. Director of Community Engagement and Events Program: Administration Location: Tarrytown, NY Hours Per Week: 35 hrs FLSA Status: Full-Time, Non-Exempt Salary Range: $55,000-60,000 annually Position Summary The Advancement Associate is a full-time administrative and data management role that supports the day-to-day operations of the organization's fundraising and advancement efforts. This position is responsible for maintaining accurate donor and prospect data, supporting reporting and tracking systems, and ensuring strong coordination between Advancement, Finance, and other internal teams. The Advancement Associate plays a key role in strengthening fundraising infrastructure, systems, and processes, enabling the organization to effectively manage individual giving, major donor activity, corporate engagement, events, and foundation support. Responsibilities Advancement Operations & Data Management Maintain and manage the donor database (DonorPerfect), ensuring accuracy, consistency, and timely updates. Process gifts and acknowledgements in a timely and professional manner. Generate regular reports, donor lists, and data exports for leadership, appeals, events, and campaigns. Maintain accurate records of donor interactions, pledges, and follow-up actions. Support online donation forms and data integrations as needed. Finance Coordination Work closely with the Finance Department on gift reconciliation, reporting, and documentation. Support tracking of revenue across individual, corporate, event, and foundation giving. Ensure alignment between Advancement records and financial reporting. Fundraising & Moves Management Support Support prospect and donor tracking, including renewals, upgrades, and stewardship activity. Assist with donor research and preparation of briefing materials. Track outreach and follow-up actions involving staff and Board members. Foundation & Grant Tracking Maintain grant tracking systems, calendars, and submission records. Support research, tracking, and reporting requirements for foundation funders. Event & Campaign Support Provide administrative and data support for the annual event and other fundraising or cultivation events. Manage event lists, RSVPs, data capture, and post-event follow-up. Competencies Strong attention to detail and accuracy in all data and reporting. Ability to manage multiple tasks and deadlines. Consistent follow-through and clear communication with internal teams. Professional handling of confidential donor and financial information. Requirements 24 years of experience in nonprofit advancement, development operations, or administrative support. Experience with donor databases (DonorPerfect preferred). Strong computer skills, including CRM systems and Microsoft Office. Strong organizational and communication skills. Legally authorized to work in the United States without sponsorship. Key Performance Indicators (KPIs) Gift Processing & Acknowledgements: 100% of gifts entered accurately and acknowledgement letters sent within 5 business days of receipt. Data Accuracy: Donor and gift records are maintained with a high degree of accuracy (minimal corrections required during reconciliation). Reporting Cadence: Monthly donor and revenue reports prepared and delivered on schedule. Finance Reconciliation: Timely coordination with Finance to ensure Advancement and financial records are aligned each month. Grant & Deadline Tracking: Foundation submissions, reports, and deadlines tracked. Event & Campaign Data: Event and campaign data entered, reconciled, and reported within agreed-upon timelines. Special Considerations Full-time, on-site onboarding period (first 90 days). Eligible for a hybrid schedule following successful onboarding. Occasional evening or weekend hours may be required to support events. Hours per week, reporting structure, onsite, and location are subject to change per program needs. Mandated Reporter: This is a Mandated Reporter position. The NYS Justice Center legislation defines anyone who has regular and substantial contact with any person with special needs as a "custodian" under the law and, therefore, a mandated reporter. You can be held liable by both the civil and criminal legal systems for intentionally failing to make a report. Greater Mental Health of New York is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Greater Mental Health of New York is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request a reasonable accommodation, contact the Human Resources Department.

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