W. M. Keck Observatory
  • 28-Jul-2017 to 31-Aug-2017 (HST)


Under the supervision of the Major Gifts Officer (MGO), the Fund Development Assistant (FDA) provides support functions for the Fund Development Department and participates in direct mail appeals, database management, special events as directed, handles a variety of tasks related to institutional and individual giving activities.


The FDA manages the donor database, including data input, queries and reports; manages donor communications including donor lists, collateral materials and regular mailings; coordinates special events, creates informational handouts, provides customer support; and handles administrative tasks.


Administration Support

  • Serve as second Receptionist for the organization. Answer incoming phone calls in a pleasant and courteous manner, directing calls to appropriate individuals to ensure that incoming callers are greeted with aloha.
  • Welcome, greet and direct walk-in visitors and customers.
  • Support travel coordination for the department
  • File, scan, and prepare materials for mailing, shipping or filing.
  • Place documents and other items on shared electronic files to allow sharing by staff. 
  • Prepare presentation materials to provide administrative support to staff.

Customer Service

  • Respond to donor and volunteer inquiries while conveying a professional manner along with a willingness to help.
  • Provide reliable, accurate and timely responses to questions from internal and external customers.

Gift Processing

  • Process donations and acknowledgement letters and other correspondence.
  • Maintain an accurate public donor list.
  • Create fundraising reports as needed.
  • Execute monthly reconciliation with the finance department to ensure that gifts are tracked and properly coded.
  • Maintain up-to-date gift processing procedures.

Database Management

  • Manage the donor constituent database function of the Keck Observatory Advancement program.
  • Update donor records as information is received (i.e. change of address and mailing preferences) and clean records as needed.
  • Run reports as requested.


  • Execute regular appeal and invitation correspondence.
  • Create mailing lists with guidance from MGO and perform mail merge.
  • Proof-read the Fund Development communications, (i.e. acknowledgement letters, mail merges, invitations, collateral materials and reports).Assist with general planning, coordination and execution of donor events and activities.

Event Planning

  • Coordinate Keck Observatory headquarters' tours and summit visits:
    • Work with the Tour Committee on logistics.
    • Maintain, update, and post relevant visitor information to electronic files, websites, and schedules as necessary to assure up-to-date information is available.
  • Maintain guest lists, gather and prepare registration materials.
  • Prepare donor materials for distribution (i.e. copying, filing, mailing, e-mailing).
  • Assemble donor kits for events and meetings.

Visitor Center Support

  • Greet customers and visitors with aloha. Educate visitors about Keck Observatory, astronomy and the observatories of Maunakea.
  • Distribute informational materials about Keck Observatory, Hawai'i astronomy and visiting Maunakea.
  • Assist with management of Keck Observatory's boutique:
    • Maintain inventory.
    • Track sales, reconcile accounts.
    • Handle cash and credit card transactions.
    • Track inventory in Excel and manage merchandise listed in PayPal.

Additional Responsibilities

  • Set up conference calls, catering needs and meeting room scheduling.
  • Take minutes during meetings.
  • Assist with the coordination of the volunteer program.
  • Schedule appointments for department staff.
  • Perform other duties consistent with the scope of the position.

Required Qualifications

  • Two (2) years' of progressively responsible experience as an Advancement Assistant, Office Assistant and/or Administrative Assistant.
  • Proven experience in multi-tasking of work projects.
  • Associates Degree in Event Planning, Fundraising, Office Administration or similar major preferred.
  • Microsoft Office proficiency.

Preferred Qualifications

  • Five (5) years' of experience as an Advancement Assistant, Office Assistant and/or Administrative Assistant.
  • Previous non-profit experience.
  • Experience in development programs and knowledge of "best practices" in fundraising.
  • Experience and proficiency using Raiser's Edge, Adobe InDesign and Adobe Photoshop
  • Proficiency in practical application of donor database systems.

Required Skills

  • Excellent attention to detail and follow through with an emphasis on accuracy.
  • Demonstrated ability and willingness to take initiative and problem-solve.
  • Ability to work both independently and in a team.
  • Ability to learn new software quickly.
  • Donor centric approach in both spoken and written interactions.

Certificates and Licenses

  • No certificates or licenses are required.


To perform the job successfully, an individual should demonstrate the following competencies:

  • Organizational skills: Skilled in successfully managing multiple projects on tight deadlines and under pressure in a dynamic environment. High level of initiative, attention to detail and strong organization skills.
  • Confidentiality: Unquestionable integrity and commitment to professional ethics, and the ability to responsibly handle sensitive and confidential information with discretion.
  • Communication: Ability to communicate effectively and concisely at all levels. Ability to communicate with donors and visitors to ensure timely resolution of issues.
  • Interpersonal skills: Ability to build collaborative, effective relationships with staff.
  • Professionalism: Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration; accepts responsibility for own actions; follows through on commitments.

Other Requirements

  • Willingness to commit to W. M. Keck Observatory (WMKO) core values: Safety, Integrity, Respect, Discovery and Service.
  • Willingness to commit to WMKO cultural values: Education/Learning, Communication, Teamwork, Rewarding Work Environment, Excellence, Community Involvement.
  • Willingness and ability to occasionally work nights and weekends.

Physical Demands

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. This is not a complete list of the physical demands that may be required.

  • Sit: Remaining in the seated position.
  • Use hands/fingers: Operate, activate, use, prepare, inspect, place, detect and position.
  • Talk/hear: Expressing or exchanging ideas by means of the spoken word to impart oral information to clients or to the public and to convey detailed spoken instructions to other workers accurately, loudly, or quickly.
  • Lift, carry weight: Raising or lowering an object from one level to another (includes upward pulling) 10-25 pounds.

Work Environment

This job operates in a professional office environment. This role may use standard office equipment such as computers, telephones, photocopiers, filing cabinets and fax machines.


The above information on this job description has been designed to indicate the general nature and level of work performed by an employee in this classification.  It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job.  Management has the right to add to, revise, or delete information in this description.  Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.


W. M. Keck Observatory
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