Join our team and help change lives and shape futures! Located on a stunning 140-acre campus in Santa Fe where art and cultural identity is celebrated and revered, IAIA’s Institutional Advancement Office and IAIA’s Foundation work together raising critical funds to support student success, enrich academic programs, and support museum exhibitions. 

The IAIA Advancement Associate supports a team dedicated to IAIA's mission "to empower creativity and leadership in Indigenous arts and cultures through higher education, lifelong learning, and community engagement."

The Advancement Associate provides a wide range of office and administrative support to the Office of Institutional Advancement (OIA). This position requires organizational skills with a high level of attention to detail, excellent verbal and written communication skills, donor or client relations and database experience, professionalism, and ethical and confidential standards critical for donor relations. Additionally, this position is responsible for data entry and gift processing; assistance with event coordination, implementation, and follow-up; and processing routine financial paperwork. This position requires flexibility in an environment where priorities may shift based on donor and leadership needs. 

Essential Position Functions

Perform a wide range of donor relations and administrative duties including but not limited to the following:

· Provide administrative assistance to the OIA team.

· Prepare and process credit card expense reports, purchase orders, and check requisitions.

· Draft employee and vendor contracts.

· Maintain departmental and donor-related files, ensuring that information is filed in a timely manner both in hardcopy and digitally in Raiser’s Edge donor database.

· Enter and process gift transactions including printing and mailing acknowledgment letters.

· Communicate with Foundation Board via email and phone, prepare Foundation Board meeting packets and manage completion of meeting minutes with the OIA Director.

· Maintain informational and fundraising collateral and packets, ensuring an adequate supply of materials is always available for donor outreach, cultivation, and stewardship.

· Maintain Board Book as required by auditor and IRS regulations.

· Maintain OIA calendar and manage meeting schedule, including departmental and cross-functional meetings. Coordinate meeting logistics (book meeting rooms on and off campus, create Zoom links, order food and beverage, and manage all meeting “set-up”).

· Coordinate all travel logistics (transportation, accommodations, reimbursements) and manage offsite meetings for OIA staff, consultants, visitors, and others.

· Heavy assistance with event coordination and implementation of annual gala and other events.

· Maintain inventory of office supplies.

· Manage incoming and outgoing mail.

· Other related tasks as assigned.

Experience and Education

Bachelor’s degree preferred. Experience working for a non-profit or fundraising department in an arts and culture, museum, or college environment preferrable. Experience working with American Indian and/or Alaska Native cultures is preferrable but not necessary.

Required Skills, Knowledge, and Abilities

· Thorough knowledge of modern office practices and procedures.

· Experience using database management systems.

· Experience using standard office equipment and computers.

· Proficiency in using Microsoft Office products.

· Ability to prioritize work and manage multiple tasks, while being flexible to adapt to changing needs.

· Strong interpersonal skills in interacting with diverse communities and the public.

· Excellent organizational skills and demonstrated ability to work in a fast-paced environment.

· Excellent verbal and written communication skills.

· Ability to set and meet deadlines.

· Ability to establish effective working relationships with all levels of personnel within the Institute and with external constituents.

· Skill and ability to complete multiple tasks in an accurate and timely manner in an energetic environment marked with frequent interruptions.

· Ability to collaborate and resolve conflicts in a constructive manner.

· Able to adhere to standards of conduct and ethics, including confidentiality, integrity, and honesty.

· Ability to demonstrate a pleasant, courteous, and professional presence at all times.

· Ability to work occasional evening and weekend hours.

 The job description is not a contract for employment.