Substitute Advancement Associate

Role summary:

Convent and Stuart Hall is seeking excellent candidates for the role of Substitute Advancement Associate .This a temporary position due to a leave with a possibility of a continuing position.The Substitute Advancement Associate is central to how Convent & Stuart Hall receives, recognizes and stewards philanthropic support. It has three main functions: maintaining accurate gift records; ensuring donors are appreciated and recognized in a donor-serving manner; and researching prospects to support and develop our philanthropic pipeline. This position also provides operational support. Personal and work skills should include being highly relational, attentive to detail, and a clear, thoughtful writer.

About us :At Convent & Stuart Hall, we are committed to developing resilient, resourceful and engaged thinkers who are equipped to thrive in an evolving world. Our rigorous K-12 educational model is a dynamic blend of single-sex and co-ed classes, supported by small class sizes and resources reflective of a large school. We deliver an interactive learning experience, curated by faculty highly regarded in their academic fields so that students graduate with confidence in what they know, how they think and who they are. Our community is part of an international network of Sacred Heart schools, where students and adults embrace the catholic charism of our Sacred Heart founders, which is spiritually inclusive and global in nature.

The school is organized into four academic divisions, each led by a Division Head, sharing resources and a central administration, all of which is under the direction of the President.Schools of the Sacred Heart is committed to an in-person teaching model and faculty and staff must be prepared to adhere to and support our Health and Safety Plan.

Primary responsibilities:

Gift management

• Process all gifts, pledges, and pledge payments in Raiser's Edge
• Reconcile gifts with the Business Office
• Facilitate all gift documentation, including gift agreements and appeals
• Produce giving reports, lists for Annual Fund, comprehensive campaign, donor stewardship, and leadership needs

Stewardship

• Prepare and send donor acknowledgment letters and receipts within established guidelines and timelines
• Create giving statements and impact statements
• Track and support donor recognition, including donor listings, reports, and named-gift acknowledgments
• Assist with stewardship touch points and donor appreciation events

Prospect Research

• Conduct basic prospect research and screening
• Prepare donor profiles and briefing documents
• Help maintain prospect ratings, portfolio assignments, and contact reports

Office Operations

• Coordinate supplies, purchasing, and vendor orders for the Advancement Office
• Reconcile department credit card

Communications

• Assist with website content updates for Advancement pages, Annual Report, and other campaigns
• Provide occasional writing and proofreading support for Advancement and other departments

Other duties as assigned 

Qualifications

• Two to four years of experience in advancement, development operations, database administration, or comparable detail-intensive administrative work
• Demonstrated accuracy with data entry and financial records, and comfort reconciling figures with a business or finance office
• Experience with a donor or constituent database (Raiser's Edge NXT preferred; Salesforce, Blackbaud CRM, or similar considered)
• Strong writing and proofreading skills, with the ability to draft warm, donor-centered acknowledgment and stewardship correspondence
• Proficiency with Excel or Google Sheets
• Sound judgment and absolute discretion with confidential donor, family, and financial information
• Ability to manage multiple deadlines independently and to follow established processes consistently
• Bachelor's degree, or equivalent combination of education and relevant experience

Physical Requirements :
● Regularly lifting or carrying 1-20 lbs
● Regular pushing/pulling/bending/stooping/kneeling
● Regularly climbing stairs**
● Regularly sitting or standing for 4-8 hours
● Requires physical presence, work to be performed on campus**
● Requires the ability to tolerate and work in a loud and active environment
● Ability to travel 1-2 times per year
● Ability to work some evenings and weekends**
**Denotes essential functions of the position

EEO Policy

Convent & Stuart Hall is an equal opportunity employer that does not and will not discriminate against applicants or employees on the basis of gender, race, religion, age, sexual orientation, physical/mental disability or veteran status or any other consideration protected by federal, state or local laws.