Advancement Associate

Reports to: Communications Director

Direct Reports: None

Works with: Content Manager, Advancement Operations Manager, Director of Resource Mobilization, Movement Solidarity (program) team

Location: This is a full-time, telecommuting position

FLSA/Classification: Non-Exempt, Full-time, Regular

Union Classification: Bargaining Unit position

Salary Range: $75,000.00 – $80,149.30

Position Summary:

The Advancement Associate works closely with the Communications Director to provide key administrative support across Groundswells fundraising and communications functions housed under the Advancement Department. An organized and detail-oriented team player, the Associate maintains accurate data for core constituencies, coordinates departmental workflows, and ensures smooth execution of Advancement activities. The Associate will be the first point of contact for gift and grant entry and acknowledgements, updating foundation login portals, and collating data from email campaigns. The Associate will also play a key role in maintaining the communications/advancement calendar, scheduling fundraising and communications meetings and events, scheduling content across owned platforms, coordinating assets, events planning support, and supporting internal and external requests.

Our workplace is proudly a unionized environment. The terms of employment are governed by our handbook and the collective bargaining agreement between Groundswell Fund and Groundswell Workers United, Communication Workers of America (CWA) local 9415. This position is a union-eligible role, and membership is a condition of employment.

Accountabilities:

Fundraising Operations 40%

• Lead data entryincluding gifts, grants, contacts, communications, and activities in the CRM to ensure data integrity and proactively provide analysis and information that effectively support decision making.
• Acknowledge all donors in a timely, accurate, and compliant manner, executing a process designed collaboratively with the Donor Relations staff. Ensure acknowledgment copy is updated regularly to maintain current language, narrative, and talking points, in collaboration with Donor Relations and Communications.
• Support the Foundation Relations staff in maintaining funder portals, contact information, and streamlining data across platforms.
• Serve as the first point of contact for donor inquiries, ensuring timely triage and relational follow-up by the appropriate staff member.
• Collaborate with the Operations team to manage Advancement mail, including processing gifts and ensuring compliance in documentation and recordkeeping.
• Provide support to frontline fundraisers by pulling donor and funder reports, preparing lists, and assisting with basic prospect research as needed.
• Assist with monthly data reconciliation and maintenance of donor segmentation lists and campaign records.

Communications Operations 40%

• Support Communications Director in creating and maintaining an annual communications/advancement calendar that aligns key funding milestones with content schedules.
• Schedule and post content across owned digital platforms; pull and organize basic analytics from email, web, and social channels.
• Maintain evergreen text-based collateral and templates, ensuring accuracy, consistency, and timely updates.
• Coordinate with staff and partners to capture and organize photos, videos, stories, and other digital assets.
• Support intake and tracking of internal communications requests, ensuring follow-up and alignment with departmental priorities.
• Maintain media tracking lists of Groundswell Fund (501(c)(3)and Groundswell Action Fund 501(c)(4), as well as monitor activities of grantees, former grantees, and movement leaders on social media.

Departmental Administration 20%

• Provide scheduling support for Advancement team meetings, funder and donor-related calls, communications meetings, and cross-departmental coordination.
• Prepare agendas, take meeting notes, and track follow-up tasks for Advancement-related meetings.
• Maintain shared Advancement files, process documents, and organize systems for easy departmental access.
• Support event and campaign logistics, including RSVPs, material preparation, and other administrative tasks.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions and perform any other related duties, as assigned by their supervisor.

Qualifications:

Essential:

• At least 1-3 years of experience in a communications or fundraising support position, preferably in a not-for-profit organization.
• Proven ability to keep organized and manage project inputs across multiple teams and deliverables.
• Experience working with CRMs (Neon strongly preferred).
• Demonstrated experience collaborating with a team of specialists across functional expertise.
• Excellent written and verbal communication skills, including the ability to communicate effectively via phone, video, a…