Institutional Advancement Associate

TITLE:   Institutional Advancement Associate 
DEPARTMENT: Advancement 
WAGE CATEGORY: Exempt, Full-time 
REPORTS TO: Vice President of Institutional Giving 
LOCATION: Remote or hybrid if in metro Washington, DC area 

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American Rivers is championing a national effort to protect and restore all rivers, from remote mountain streams to urban waterways. Healthy rivers provide people and nature with clean, abundant water and natural habitat. For 50 years, American Rivers staff, supporters, and partners have shared a common belief: Life Depends on Rivers℠.

American Rivers centers the ongoing work of diversity, equity, inclusion, and justice in all that we do. The beauty of rivers is that they connect all people and communities, and we seek to build and embody this diversity in our organization and throughout the conservation field. The life experiences, knowledge, innovation, and talent that everyone brings to our work provides perspectives, experiences, and competencies which are critical to our effectiveness in protecting wild rivers, restoring damaged rivers, and conserving clean water for people and nature.


The Institutional Advancement Associate collaborates with the Institutional Advancement team and conservation staff to achieve the organization’s fundraising goals and helps to foster a culture of philanthropy within the organization. The Institutional Advancement Associate is responsible for a variety of fundraising projects and activities in a fast-paced and collaborative environment. Primary responsibilities include coordinating gift receipt and processing gifts and drafting acknowledgements; maintaining donor records in the Customer Relationship Management (CRM) database; submitting grant proposals and reports; and providing administrative support to ensure smooth functioning of the Institutional Advancement team . The incumbent will also manage and steward a portfolio of loyal donors in close coordination with national and regional philanthropy staff and will support the build-out of a Government Grants program within the team.  


  • Provide administrative support, including processing grants and assisting with grant agreements, drafting acknowledgements, tracking deadlines, conducting prospect research, copy-editing documents, creating proposal and report templates, scheduling meetings, and managing annual mailings.  
  • Track departmental deadlines for all fundraisers and proactively identify upcoming deadlines to keep team on track. Use CRM and Outlook calendaring function to share grant reporting and submission dates with full team, including finance and conservation staff. 
  • Process invoices and submit payment requests. 
  • Support Institutional Advancement team and conservation teams to develop compelling letters of inquiry, proposals, and grant reports, as directed. 
  • Support Managing Director and Vice President of Institutional Advancement with database management, gift receipt processing, coordination with broader Advancement Department, preparation of briefings, donor stewardship and cultivation, and other tasks as needed.   
  • Support Vice President in the development of a Government Grants program, including database management, grant identification and research, coordination of complex proposals across American Rivers’ regions and communities of practice, and working with Finance and Administration team and Development Operations team.  
  • Maintain accurate donor records in the development database (ROI Solutions).  
  • Steward a portfolio of recurring foundation donors to ensure grant renewals.  
  • Manage and complete special projects and other duties as assigned. 


  • At least three years of relevant work experience, preferably in nonprofit fundraising, OR bachelor’s degree and at least three years of relevant experience. 
  • Strong written and verbal communications skills.  
  • Experience with proposal writing and grant management. 
  • Experience using CRM software in a non-profit setting. 
  • Highly organized with incredible follow-through, able to meet multiple and overlapping immediate, short-term, and long-term deadlines. 
  • Excellent interpersonal skills and customer service orientation, with the ability to work with staff and external constituents.  
  • Demonstrated attention to detail, with prior experience in drafting, copyediting, and proofreading documents. 
  • Ability to synthesize information to produce concise yet thorough prospect research.  
  • Proactive and self-motivated, can independently manage assignments, as well as take the initiative in making suggestions and assisting others with projects. 
  • Proficiency in Microsoft Office applications. 
  • Prefer a candidate with some knowledge of and interest in conservation issues. 
  • Personal commitment to American Rivers’ mission. 

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