What are the responsibilities and job description for the Full-Time Administrative Assistant – Mission Advancement position at Saint John Vianney Center?
The Administrative Assistant for Mission Advancement plays a vital role in supporting the fundraising efforts of Saint John Vianney Center. This position is responsible for managing and maintaining the Advancement Department’s donor database, ensuring the accuracy and integrity of records for all donors, sponsors, volunteers, and supporters. The ideal candidate will have strong data management skills, keen attention to detail, and the ability to write and edit materials that enhance donor engagement and communication. Through your work, you will help drive data-informed strategies and strengthen the relationships that sustain SJVC’s mission.
Responsibilities:
- Database Management:
- Manage the Advancement Database in Bloomerang. Work closely with the Director and the CEO staff to update the database and maintain it with other fundraising and communication systems such as the email marketing system.
- Maintain, update, and optimize Bloomerang, ensuring accuracy, consistency, and data integrity.
- Regularly input, import and export data, perform data cleansing, and resolve any data discrepancies or errors.
- Implement data security protocols and ensure compliance with data protection regulations.
- Monitor and evaluate the efficiency of the database, suggesting and implementing upgrades, process improvements or enhancements as needed.
- Donor and Prospect Research:
- Conduct prospect research to identify potential donors and grant opportunities. Become proficient with DonorSearch, BeenVerified and other Foundation research services.
- Help to manage a pipeline of Major Gift prospects for SJVC and help to maintain it using the “moves management” process.
- Analyze donor giving patterns and preferences to customize fundraising strategies and engagement efforts.
- Collaborate with the Advancement team and the President’s office to create personalized donor cultivation plans.
- Reporting and Analysis:
- Generate regular reports and dashboards to track fundraising progress, donor retention, and campaign performance.
- Provide actionable insights based on data analysis to support decision-making and strategic planning.
- Assist in the preparation of presentations and reports for board meetings and leadership updates.
- Gift Processing, Acknowledgement and Mailings:
- Oversee gift processing procedures and ensure accurate recording of contributions and pledges.
- Coordinate timely acknowledgment of donations and create personalized thank-you letters and receipts. Ability to mail merge data to create personalized letters.
- Ability to manage the process of working with a designer to create materials and then managing mailing, coordinating with the designer, printer and mail house with direction from the director.
- Special Events
- Assist with the implementation of Advancement special events for SJVC including managing invitations, recording responses, coordination of vendors and mailings, communicating with donors, working with volunteers and other duties as necessary.
- This will occasionally mean working outside of normal business hours (8:00 a.m. – 4:30 p.m.) to help staff events.
- Communications:
- Assist with the writing, proofing and coordination of communications pieces such as the monthly e-newsletter, Annual Fund materials and the Annual Report.
- Assist with laying out the monthly Advancement newsletter in Bloomerang and ensure its accurate and timely distribution as assigned.
Qualifications:
- A mature understanding of the Catholic faith and the human condition and the ability to maintain confidentiality.
- An entrepreneurial spirit with a desire to help build a national Advancement Office.
- Ability to work collaboratively in a team-oriented environment.
- Excellent communication and interpersonal skills. Comfortability with calling and working with donors and prospective donors.
- Proven experience with Microsoft Office applications (e.g. Word, Excel and Power Point).
- Good writing and proofing skills and ability to think creatively.
- Preferred: Experience with managing databases.
- Research and analytical skills and the ability to interpret and communicate data effectively.
- Understanding of fundraising principles and donor engagement strategies.
- Excellent attention to detail and a commitment to maintaining data accuracy and integrity.
- Familiarity with data protection and privacy regulations.
Competitive Salary and Benefits:
In addition to a competitive salary, SJVC provides a comprehensive health and welfare program to eligible full-time employees and their family members. Our benefit programs include medical, dental, prescription drug, preventative care, mental health services and an employee assistance program. In addition, we offer voluntary/employee paid supplemental vision, life, and accident coverage.
Please email your resume to Vianney-HR@sjvcenter.org or visit our website at: www.sjvcenter.org
