COMPANY OVERVIEW

Sacred Heart High School offers a four-year, co-educational, college-preparatory education rooted in the Catholic Tradition and inspired by Capuchin-Franciscan values. We empower students to grow into compassionate and knowledgeable citizens by offering experiences that cultivate their love of learning, growth in character, leadership qualities, and social responsibility.

SUMMARY

The Advancement Administrative Assistant/ Front Office Receptionist plays a vital role in supporting the every day operations of Sacred Heart High School.
On the Advancement end, the person in this role will directly assist the Director of Advancement with fundraising, communications, and stakeholder relations at Sacred Heart High School. The Advancement Assistant is responsible for providing donor database management and administrative support for the Advancement office, including, but not limited to donor gift processing and acknowledgments, daily data entry, the creation of fundraising reports, and logistical coordination of various Advancement related events and activities.
As a Front Office Receptionist, the person in this role will help to run the front office effectively and efficiently. This person will greet visitors, answer phone calls and emails from all stakeholders of the school, and assist the administration in daily tasks. Additionally, this person will organize and file important documents and input data into spreadsheets. The Advancement Administrative Assistant/ Front Office Receptionist reports to the Director of Advancement and to the Administration of Sacred Heart High School.

Advancement Adminsitrive Assistant Responsibilities:

• Maintain and manage the integrity of the donor database (Sales Force) as a reliable resource that informs donor cultivation, solicitation, and stewardship strategy
• Coordinate and produce all fundraising mailings
• Create mailing lists, email lists, and other reports and queries from the database in a timely manner.
• Produce and distribute regular gift and revenue reports and reconcile gift and income records
• Oversee the acknowledgement process for all gifts, ensuring relevant, personalized, timely, error-free communications that inspire donors to feel valued and loyal to SHHS
• Serve as organizational point of contact for Sales Force and online research tools
• Conduct accurate and thorough donor research on donor giving, prospect tracking, and other development activities
• Document and maintain operational procedures for database usage
• Assist the Director of Advancement and Alumni Relations on special projects, as needed
• Support the Department in the planning and execution of student and alumni events
• Coordinate with alumni, trustees, and families for various events, mailings, and appeals as needed

Front Office Responsibilities:

• Reports to the Administration of Sacred Heart High School
• Provide administrative and clerical support to ensure the smooth operations of all departments
• Organize and maintain information in Rediker (our SIS)
• Assist non-clerical staff with clerical work (i.e., data collection and data verification)
• Greet visitors, determine nature of business, and announce visitors to appropriate personnel
• Provide callers with answers to questions about Sacred Heart High School
• Compose, type, print and send general correspondence, training curriculums, memos, reports and marketing materials
• Organize and maintain filing system(s)
• Monitor, troubleshoot, and ensure proper functioning of all office equipment; coordinate maintenance repairs as needed
• Manage the full office supply process: order, receive, track, store and distribute office supplies
• Conduct mail pickups and/or deliveries
• Have direct client service/program responsibilities in addition to the above
• Other duties as assigned

Qualifications

• A bachelor’s degree preferred but not required
• At least two years prior experience in database management and entry, preferably in a fundraising environment
• Prior experience with SalesForce or a similar fundraising database is preferred
• Proficiency in Microsoft Office required, including advanced proficiency in Excel and Word and using the Mail Merge function is required
• Proficiency in using Google Workspace is required
• Proficiency in using Zoom, Google Meet, and other virtual meeting software is preferred
• Excellent organizational skills and meticulous attention to detail are required
• Ability to meet deadlines while managing multiple projects and tasks is required
• Strong written and verbal skills
• Excellent interpersonal skills with a proven ability to maintain professionalism and tact in high-stress situations
• Knowledge of the Spanish language preferred but not required
• A collaborative spirit, cheerful disposition, and strong belief in teamwork
• An understanding of Catholic education and culture
• A passion for education and a willingness to go above and beyond in support of all stakeholders of SHHS

Job Types: Full-time, Contract
Pay: $35,000.00 - $41,000.00 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Work Location: In perso

Advancement Adminsitrive Assistant Responsibilities:

• Maintain and manage the integrity of the donor database (Sales Force) as a reliable resource that informs donor cultivation, solicitation, and stewardship strategy
• Coordinate and produce all fundraising mailings
• Create mailing lists, email lists, and other reports and queries from the database in a timely manner.
• Produce and distribute regular gift and revenue reports and reconcile gift and income records
• Oversee the acknowledgement process for all gifts, ensuring relevant, personalized, timely, error-free communications that inspire donors to feel valued and loyal to SHHS
• Serve as organizational point of contact for Sales Force and online research tools
• Conduct accurate and thorough donor research on donor giving, prospect tracking, and other development activities
• Document and maintain operational procedures for database usage
• Assist the Director of Advancement and Alumni Relations on special projects, as needed
• Support the Department in the planning and execution of student and alumni events
• Coordinate with alumni, trustees, and families for various events, mailings, and appeals as neede

Front Office Responsibilities:

• Reports to the Administration of Sacred Heart High School
• Provide administrative and clerical support to ensure the smooth operations of all departments
• Organize and maintain information in Rediker (our SIS)
• Assist non-clerical staff with clerical work (i.e., data collection and data verification)
• Greet visitors, determine nature of business, and announce visitors to appropriate personnel
• Provide callers with answers to questions about Sacred Heart High School
• Compose, type, print and send general correspondence, training curriculums, memos, reports and marketing materials
• Organize and maintain filing system(s)
• Monitor, troubleshoot, and ensure proper functioning of all office equipment; coordinate maintenance repairs as needed
• Manage the full office supply process: order, receive, track, store and distribute office supplies
• Conduct mail pickups and/or deliveries
• Have direct client service/program responsibilities in addition to the above
• Other duties as assigne