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POSITION TITLE: External Affairs Assistant

DIVISION: Administration

DEPARTMENT: Advancement

REPORTS TO: Assistant Vice President of External Relations

PAY TYPE: Non-Exempt

WORKER TYPE: Part-Time, 20 hours per week (3 month appointment)

UPDATED: July 2026

PAY: $16/hour

The External Relations Assistant supports the college’s fundraising and engagement goals by maintaining donor and auxiliary membership data, through Raiser’s Edge CRM, coordinating follow-up with constituents, assisting with expenses and invoice processing, and public relations initiatives.

This position is a key member of the Advancement & Communications team and helps ensure accurate records, timely filing of expenses and requests, and smooth, well-run donor events and programs that advance the mission of the college.

Essential Functional Responsibilities:

• Raiser’s Edge CRM Database management and data integrity.

• Maintain accurate and up-to-date constituent records in the advancement database (Raiser’s Edge, Google Docs)

• Enter and update contact information, event participation, engagement notes, and giving history.

• Perform regular data quality checks and corrections, including duplicates, address changes, and deceased records.

• Run queries, exports, and simple reports to support mailings, donor lists, event invitations, and stewardship efforts.

• Other duties as assigned.

Donor follow-up and stewardship support

• Prepare and send acknowledgment letters, receipts, and communications to donors and event participants in a timely manner.

• Track and record stewardship notes and actions in the database.

• Serve as a courteous point of contact for donors, alumni, parents, and others who contact the Advancement & Communications office, and communicate to the department their needs.

Event preparation and logistics:

• Assist with invitation lists, mailing and email distributions, RSVP tracking, and attendance records using the database.

• Provide planning and on-site support for events (check-in, guest assistance, materials distribution), including occasional evenings and weekends.

Administrative, finance, and communications support:

• Help submit expense reports, invoices, and reimbursement documentation for advancement and event activities.

• Assist with public relations and outreach efforts, such as coordinating contact lists for press or community partners

Supervises the following:

• N/A

Knowledge, Skills, and Qualifications:

• Strong attention to detail and commitment to data accuracy and confidentiality.

• Proficiency with Microsoft Office and Google Docs

• Excellent written and verbal communication skills for donor correspondence, internal memos, and event-related outreach.

• Basic understanding of financial documentation (receipts, invoices, expense reports) and the ability to follow established procedures.

• Strong organizational and time-management skills; ability to manage multiple tasks within a part-time schedule.

• Ability to work collaboratively and interact graciously with donors, alumni, students, faculty, and staff.

Required Experience/Education:

• Associate’s degree or equivalent combination of education and experience

• Experience in advancement, PR, fundraising, arts organizations, or nonprofit administration preferred.

• Experience working with donor or CRM databases (Raiser’s Edge) and familiarity with basic financial or expense-reporting processes is a plus.

Preferred Experience/Education:

• Bachelor’s degree.

Statement

Driven by exploration, curiosity, and passion, it is Kansas City Art Institute’s mission to educate artists and designers while honoring the distinct journeys of students. We create a community that equips students to become leaders who leverage the creative process to transform the future. Our excellence is integrated in our community, rich with varied experiences and perspectives from faculty, staff, students, and alumni. We invest in continuous growth by cultivating a culture of creativity, care and belonging—a climate where respectful dialogue thrives and individuals are seen, valued, and encouraged to achieve their full potential and accomplish remarkable things.

KCAI is committed to attracting, retaining, developing, and promoting the most qualified candidates for employment without regard to any characteristic prohibited by federal, state, or local law. KCAI provides reasonable accommodation for qualified individuals with disabilities and disabled veterans in the job application process. If you have difficulty using our online system and require accommodation due to a disability, contact the Human Resources Department about your interest in employment. Any questions or concerns can be directed to KCAI’s Human Resource Administrator at hr@kcai.edu.

Applicants must be authorized to work for any employer in the U.S.

We are unable to sponsor or take over sponsorship of an employment visa at this time.