Development Department Administrative Assistant (Hourly, Part-Time) at Heritage Christian Academy

Olathe, Kansas, United States -

Full Time

Start Date

Immediate

Expiry Date

29 Jun, 26

Salary

0.0

Posted On

31 Mar, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Skills, Attention To Detail, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Database Management, Spreadsheet Management, Reporting, Time Management, Follow-Through, Discretion, Data Hygiene, Campaign Execution, Donor Tracking, Record Maintenance

Industry

Education Administration Programs

Description

Description About Heritage Christian Academy Heritage Christian Academy is a Christ-centered, college preparatory school serving students from preschool through 12th grade. HCA partners with Christian families to provide an education marked by academic excellence, biblical worldview integration, and strong Christian character. Position Description Heritage Christian Academy (HCA) is seeking a detail-oriented and collaborative Administrative Assistant to provide hourly, part-time support for the school’s fundraising and development activities. This role supports the execution of campaigns, events, reporting, and coordination work that enables effective donor engagement and fundraising outcomes. All work is completed under the direction of the Development Director. This position does not supervise staff or lead programs. Estimated Hours: 15-20 hours per week during the school year, with occasional extended hours during peak fundraising seasons, including during the gala. Summer hours to be determined. Reporting Relationship Reports to: Development Director Works collaboratively with: Finance, Operations, Admissions, and Communications staff. Primary Responsibilities Donor & Volunteer Operations Assist with fundraising campaigns and development initiatives Assist with donor reporting, tracking gifts, preparing tax letters, and acknowledgement letters Assist with volunteer platform, reporting, and tracking Assist with development calendars, timelines, and task tracking Assist with preparation for meetings, campaigns, and events Assist with follow-up activities to support timely completion of development tasks Assist with preparation of materials and summaries for internal use Donor Information & Reporting Assist with maintaining donor, prospect, and constituent engagement records and contact information Assist with receiving, and tracking gifts in the CRM platform Assist with logging and maintaining donor records in the CRM platform in coordination with the Student Accounts Coordinator Prepare tax letters and donor acknowledgments for the Development Director Prepare donor lists, giving summaries, participation reports, and other reports Assist with compiling data to support fundraising analysis and planning Assist with coordinating information flow between Development and Finance to support accurate reporting Communication Distribution Lists Maintain and update development-related communication distribution lists Prepare segmented lists for targeted outreach related to campaigns and events Assist with coordination of list preparation with Communications and Admissions staff as appropriate Support ongoing data hygiene and accuracy across lists and reports Event & Campaign Support Assist with logistics for fundraising events, including registrations, materials, schedules, and timelines Assist with internal event-related communications and outreach Assist with post-event tracking and reporting Provide additional support during peak fundraising periods, including gala season Administrative & Cross-Functional Support Asist with maintaining organized documentation related to development activities Assist the Development Director in identifying and refining development processes and workflows to improve departmental outcomes Handle confidential information with professionalism and discretion Work Schedule Typical schedule: approximately 15–20 hours per week Peak fundraising periods: up to 25–30 hours per week Hours are scheduled based on workload needs Requirements Prior experience in nonprofit administrative support, or a comparable administrative assistant role Strong organizational skills and attention to detail Proficiency in Microsoft Word, Excel and PowerPoint Comfort working with databases, spreadsheets, and reports Ability to manage multiple priorities and deadlines Collaborative working style and strong follow-through High level of integrity and discretion

Responsibilities

This role provides hourly, part-time administrative support for fundraising and development activities, focusing on executing campaigns, managing donor reporting, and coordinating event logistics under the Development Director's guidance. Key duties include maintaining donor records in the CRM, preparing acknowledgments, and assisting with data hygiene for outreach lists.