Development Administrative Assistant

About Our School:

Saint Mary’s offers its student body of 500 young men and women a rigorous Catholic liberal arts and sciences curriculum, a developed fine arts program, a diversity of athletics and extracurricular activities, regular access to the sacraments, and a strong retreat program. As a diocesan Catholic school, Saint Mary’s takes great pride in striving to form virtuous young men and women who know the Truth and love the Good. In all areas of campus life, Saint Mary’s strives to create an encounter with Christ.

General Description: 

Saint Mary’s Catholic High School, Arizona’s oldest Catholic school, is seeking an Administrative Assistant to support the Development Department’s efforts in fundraising, alumni relations, advisory board management, admissions, and external partnerships. The preferred candidate is highly organized, detail-oriented, and committed to the mission of Catholic education. This role requires excellent communication skills, discretion in handling confidential information, and the ability to work collaboratively in a fast-paced environment.

Purpose and Scope:

Under the supervision of the Director of Development, the Development Administrative Assistant provides administrative and logistical support for fundraising, donor relations, admissions, and community outreach efforts. The assistant will manage donor records, assist in event coordination, support admissions marketing initiatives, and may act as a liaison between the school and key constituencies. Some evening and weekend work is required for events and outreach efforts.

Job Description

Strives to achieve the goals of Catholic education:

• Embraces and models the Catholic philosophy of education.
• Promotes and lives gospel values and Catholic moral teaching.
• Upholds the doctrinal teachings of the Catholic Church.
• Supports the faith development of students and school community members.

Provides administrative support to the Development Department:

• Supports the Director of Development, Major Gifts, and Admissions Coordinator with administrative tasks.
• Assists with donor stewardship, including donor correspondence, record management, and donation processing.
• Maintains and updates donor and constituent databases (DonorPerfect).
• Creates and distributes mailing/email lists, reports, and donor acknowledgement letters.
• Tracks and records donations, reconciles deposits, and prepares financial reports in coordination with the Finance Office.
• Assists in managing event logistics, including RSVPs, materials preparation, and follow-up communications.
• Assist in preparing marketing materials for admissions and development, helping to ensure consistency with school branding.

Supports admissions, outreach, and community engagement:

• Helps manage the online application and enrollment system.
• Assists in the coordination of the student shadow program and prospective student visits.
• Attends and represents Saint Mary’s at school fairs and community events (some evening commitments required).
• Serves as a liaison to prospective families, alumni, parishes, feeder schools, and the business community.
• Assists in the execution of letters and emails to alumni, parents, and other stakeholders.

Supports fundraising efforts and special events:

• Assists in planning and executing fundraising events, donor receptions, and community activities.
• Provides logistical support for event communications, mailings, purchasing, and on-site coordination.
• Assists in the preparation of reports for fundraising campaigns and donor engagement strategies.
• Collaborates with faculty, staff, and volunteers to ensure seamless execution of development activities.

Maintains professionalism and confidentiality:

• Demonstrates professionalism in demeanor, work habits, and interactions.
• Exercises discretion in handling sensitive donor and financial information.
• Supports and upholds the philosophy of Catholic education and the mission of Saint Mary’s Catholic High School.
• Adheres to the Code of Conduct, diocesan policies, and Safe Environment requirements.

Knowledge, Skills, and Abilities Required:

• Excellent organizational skills, attention to detail, and ability to multitask.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, Google Suite, and donor management software (DonorPerfect preferred).
• Ability to work both independently and collaboratively in a team environment.
• Bilingual (Spanish) preferred to support diverse families and community partners.

Minimum Qualifications:

• Preference given to a Catholic candidate.
• Experience in fundraising, administrative support, or admissions-related work is a plus.
• Must be current in the required Diocesan Safe Environment Training.
• Must sign the diocesan Code of Conduct.