Ends on March 31, 2017

Job Title: Development and Administrative Assistant

Reports to: Development Director and Executive Director

Purpose: To engage and support Hugo House patrons, donors, and volunteers, and to provide administrative support to executive and development staff, including database management and registration duties.  




CRM Database Management

  • Direct responsibility for maintenance and management of CRM database (CiviCRM)
  • Maintain data integrity and ensure accuracy of patron and purchase records (donation entry, class tracking, refunds, and membership)
  • Generate reports and pull data for all departments, as needed
  • Train front desk staff and colleagues on database usage, as needed
  • Resolve inconsistencies, user issues, and concerns

Development and Membership Support  

  • Administers membership program, which includes timely communications to expiring, lapsed, and new members
  • Maintain accurate member information in database and schedule for renewal solicitation
  • Evaluate membership benefits and current trends to build program and administration efficiencies
  • Supports donor communications including: mailings, donor acknowledgements, and donor benefits in a timely and efficient manner
  • Records and tracks donor and prospect activity
  • Provides support to Development Director, as needed


Executive Assistance:

  • Coordinates Board meetings; distributes agenda packets, tracks and assists communications, takes minutes, and maintains online records
  • Edits Word and Excel documents, as requested
  • Perform general office support duties such as filing, copying, and mailings
  • Provides ad-hoc project support to Executive Director, as needed
  • Assists with scheduling and managing executive meetings



  • Serves as point person for student correspondence. Notifies students of class cancellations, scheduling changes, and any other information relevant to their class attendance
  • Processes class registrations, refunds, credits, transfers gift certifications and more
  • Reviews and tracks class scholarship applications


Administration & Customer Service:

  • Recruit, hire, and oversee volunteers including tracking and recording volunteer hours
  • Manage event tracking: sales, demographics, income, and attendees
  • Attend and oversee some readings and events as needed and arrange for event volunteers
  • Offers Hugo House event support when needed, helps coordinate volunteers and merchandise sales
  • Staffs front desk as needed, handles calls and walk-in visitors
  • Schedules the front desk and bar staff shifts
  • Answers phones and routs emails to appropriate staff as needed



  • B.A. or equivalent
  • Familiarity with literature and/or contemporary writers
  • Excellent written and verbal communication skills
  • Meticulous attention to detail
  • Excels at staying on top of multiple deadlines
  • Demonstrated excellence in judgment, problem solving, and decision-making
  • Ability to learn and adapt quickly
  • Initiative and the ability to think critically
  • Proficiency in MS Office Suite (Word, Excel, PowerPoint)
  • Experience with CRM database maintenance, running reports, pulling data
  • Strong organizational skills
  • Discretion with privileged information
  • Ability to juggle many responsibilities and demands on time
  • Must be able to prioritize and work independently and also enjoy working closely in a support role with others.
  • Willingness to be flexible in work schedule as needed


Title VII of the Civil Rights Act of 1974 prohibits discrimination in employment. Recognizing its legal as well as social obligation to afford equal opportunity, Hugo House maintains an affirmative action policy as part of its inclusive hiring practices. It is Hugo House‚Äôs intent to maintain a diverse work force that represents our community. Our approach to diversity is intended to provide not only equal employment opportunities to minorities, women, and persons with disabilities, but also to recognize and value people with ethnic, cultural, and other differences, such as religion, ancestry, language, national origin, culture, age, gender, sexual orientation, and marital status. 

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