Advancement Assistant/Data Coordinator

Donovan Catholic Office of Institutional

Advancement Assistant and Data Coordinator

Start Date- Immediate Hire

How to apply- Email employment@donovancatholic.org

Cover Letter

Resume

1-2 letters of recommendation preferred.

Position Overview-

Donovan Catholic seeks a positive, energetic, proactive assistant for the Advancement Office. This candidate must embrace the mission of Donovan Catholic. This is a 12-month full-time position with occasional weekend and night requirements throughout the school year. This position will report directly to the Principal and Director of Advancement.

The ideal candidate will possess a development, advancement, and/or administrative support background in a non-profit or educational setting. This person will be highly organized and a strong communicator, acting as a school representative to various stakeholders. Additionally, the Advancement Assistant must possess an enthusiastic commitment to the importance of the mission and vision of the Advancement Department. The Advancement Office Assistant oversees donor-related events, activities, and fundraising initiatives for the campus, which includes parish, grade school, and high school.

Job Responsibilities-

• Assists the Advancement office with daily administrative and operational needs such as planning and overseeing the following and not limited to- events, fundraisers, funds, summer camps, donor database, renovations, day to day office operations, meetings, etc.
• The position supports the department’s fundraising efforts, organizing events, and preparing stewardship reports to benefit the School.
• This person will be highly organized and a strong communicator, acting as a school representative to various stakeholders.
• Welcome visitors to the Advancement Office and help direct them with questions or inquiries
• Provide team with administrative and creative support for fundraising activities and volunteer recognition events.
• Coordinate scholarships and keep a record of candidates and acceptances.
• Maintains and oversees the summer camp programs.
• Maintain and organize supplies of office materials & supplies consistently and in anticipation of team needs.
• Process, scan, and file documents appropriately and in a timely manner, including received gifts, acknowledgment letters, and reports
• Update donor database and office records regularly
• Facilitate printing, preparation, and pickup of departmental mailings.
• Act as office representative via phone, email, and in-person, daily and at special Development events
• Research and update contact information in our donor database.
• Collaborate with departments campus-wide to educate friends, parents, and alumni about the mission of Donovan Catholic and the importance of philanthropy.
• The Development Assistant answers phones and coordinates the department's monthly events and meeting calendars.
• Maintains the digital and physical filing system for all Development Office correspondence, alumni achievements and biographical files, archival records, and other items; and maintains prospect, donor and alumni.
• Supports production of mailings, deposits and tracks gifts, produces comparative reports of results, and prepares and tracks thank you letters
• Maintains various mailing lists and interfaces with all units of the School
• Maintains databases, including data entry and activities tracking, acting as database advisor
• Remain current on trends in the field and make recommendations for updates and enhancements to database to ensure consistency with best practices.
• Produce call sheets, appeals and gift reports for our Fund
• Process all gifts in a timely manner, including consistent recording of gifts in the database
• Generates event-specific mailing lists; assists in the design and production of invitations and programs as needed; supports development/alumni events, assisting with arrangements for space, catering, staffing, security, facilities, audiovisual, and other requirements of the event; assists in evaluating each event and maintains an archive with samples from each event
• Attend all Advancement events and be proactive to support the Director of Advancement.
• Assists in the preparation of reports, correspondence, solicitation materials, invitations to cultivation events, stewardship reports, and memos
• Oversee management of major gift processes, including the oversight of pledge reminders, general donor inquiries, assistance with donor recognition, etc
• In cooperation with the Director of Advancement, manage a donor pipeline, research, volunteer meetings, and prospect meetings.
• This position requires frequent interactions with parents and alumni to help cultivate strong relationships and engagement with the school.
• Performs other duties as assigned

Qualifications:

• Bachelor’s degree from an accredited college or university in a related field; and at least 2 years of professional experience in development and/or administrative support (preferably in a nonprofit or educational setting); or equivalent combination of education and experience required
• Must be able to complete a background check, fingerprints and Virtus Training
• Proficiency in Microsoft Office (with strength in Excel)
• Proficiency in donor databases: Database Software - Raiser’s Edge
• An ideal candidate for this position will be detail-oriented, exhibit an ability to multi-task several projects at once, be able to work both autonomously and within a team environment, take initiative, and be self-motivated
• Excellent organizational skills, meticulous attention to detail and ability to prioritize and meet deadlines
• Ability to work and communicate effectively, in writing and by phone
• A collaborative spirit and strong team ethic
• Excellent interpersonal, organizational, and oral and written communication skills required
• Ability to work with and take direction from supervisors and to handle sensitive and confidential material with tact and discretion required
• Excellent attention to detail and demonstrated use of initiative requires
• Two (2) years of intensive computer experience, including database management and/or desktop publishing, is required
• Occasional evening and weekend work required

Job Type: Full-time

Schedule:

• Monday to Friday
• Weekends as needed

Ability to Relocate:

• Toms River, NJ 08753: Relocate before starting work (Required)

Work Location: In person