Advancement Assistant

SUMMARY

The Advancement Assistant is a key member of the team who processes all charitable contributions for the organization and supports the overall fundraising efforts of the department. This role has consistent daily responsibilities and monthly rhythms with some variety provided by collaborative department projects. This is a shared role that will also provide administrative support to the Housing and Family Services department. (30/10 split)

ESSENTIAL DUTIES \& RESPONSIBILITIES

Other duties may be assigned.

Gift Entry and Acknowledgement

• Enter all charitable contributions into the database and provide the team with updated totals.
• Process all gift acknowledgement letters in a timely manner. Create, update, and send “new donor packets” to first\-time givers.
• Enter in\-kind donations and send acknowledgement letters as necessary. Help other departments recognize and track in\-kind donations they may receive. Coordinate giving tables.

Accounting

• Manage the various channels through which ICCF receives donations and execute regular donation disbursements.
• Inventory, record, and electronically deposit checks on a weekly basis.
• Provide reports and documentation to the Finance team for month\-end close outs and audits.

Event Planning/Support

• Organize and guide monthly in\-house Lunch \& Learn event. Including logistics, ordering food and handling hospitality needs.

Event planner liaison \-Assist with the annual Houses to Homes

• gala.
• Lead/Assist with other Advancement events, such as ribbon cuttings and appreciation events.

Department Support for Advancement

• Field donor calls about contributions and general questions. Respond to Advancement\-related messages received through the online contact form. Meet donors and volunteers who drop by the building and help them connect with the right people.
• Facilitate major donor visits including hospitality needs.
• Schedule, prepare agendas for, and take notes in regular Advancement team meetings.
• Assist the VP of Advancement in scheduling strategic planning retreats and procuring needed materials.
• Organize department files and assist with records retention compliance, including photo/media archives.
• Manage the ordering and distribution of logo wear for staff.
• Manage the inventory of branded swag for tabling events and appreciation gifts.
• Assist the Executive Assistant as needed in board member acknowledgment gifts.
• With the Data and Communications Specialist, maintain an up\-to\-date inventory of ICCF brochures, newsletter, and other informational print pieces.
• Assist the Advancement VP with special projects.

Department Support for Housing and Family Service\-assist (10 hours per week)

• Manage and triage the VP’s email inbox: flag action items, draft responses, delete spam, and ensure timely follow\-up.
• Maintain and organize the VP’s calendar: coordinate meetings, protect work time, and resolve scheduling conflicts.
• Prepare meeting agendas, capture detailed minutes, and follow up on assigned action items.
• Draft, proofread, and format internal communications, reports, memos, and presentations.
• Serve as the administrative point of contact for internal and external stakeholders on behalf of the VP.
• Maintain a department meeting calendar and ensure alignment with project goals and organizational priorities.
• Maintain department dashboards and tools to track program outcomes, staff performance, and grant deliverables.
• Manage digital filing systems for the VP and the department (e.g., OneDrive, SharePoint).
• Submit expense reports and manage departmental supply orders.
• Assist with onboarding processes for new staff, including setting up schedules, folders, and welcome materials.

QUALIFICATIONS \& SKILLS

• Competence in data entry, account reconciliation, and Microsoft Excel.
• Ability to troubleshoot analysis and results.
• Maintain complete confidentiality regarding all department and donor information.
• Possess a valid Michigan driver’s license.
• Strong focus on written communication skills.

Experience

• 1\-3 years administrative experience in a nonprofit or corporate setting.
• Fundraising experience is helpful, but not required.
• Event planning experience a plus
• Prior experience with Raiser’s Edge strongly preferred, SalesForce or other donor database systems. Fundraising or accounting knowledge is helpful.

WORK ENVIRONMENT \& PHYSICAL DEMANDS

• Combination of office work, field\-based outreach, and virtual communication.
• May require local travel to housing sites, hospitals, shelters, or partner agencies.
• Occasional lifting of files or supplies up to 25 pounds.
• Standard Monday–Friday schedule with occasional evening or weekend availability.

COMPENSATION \& BENEFITS

• Competitive salary and comprehensive benefits package (including medical, dental and vision insurance, paid time off, and retirement plan).
• The opportunity to make a significant impact on the lives of low\-income families.
• Be part of a mission\-driven organization with a strong commitment to community.
• Professional development opportunities and support for continued education.

ICCF Community Homes is an equal opportunity employer. We value diversity at our organization and do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

To apply: please send a cover letter and resume to hr@iccf.org.

ICCF Community Homes is and EOE employer.

Job Type: Full\-time

Pay: $18\.00 \- $22\.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Administrative: 1 year (Required)
• Event planning: 1 year (Preferred)
• Raiser's Edge: 1 year (Preferred)

License/Certification:

• Driver License (Required)

Ability to Commute:

• Grand Rapids, MI (Preferred)

Work Location: In person