Administrative Assistant for Advancement

St. Xavier High School; Cincinnati (OH); On-site; USD 42,000 - 55,000; Full time

Job summary

The Administrative Assistant for Advancement at St. Xavier High School in Cincinnati provides administrative, data, fundraising, and event support to the Advancement Department, collaborating with Major Gift Officers, Alumni Relations, Gift Processing, and leadership to engage donors and manage records.

The ideal candidate is highly organized, detail-oriented, and collaborative, able to manage multiple priorities while delivering excellent service to students, families, alumni, and donors in a

Qualifications

• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to manage confidential donor information.
• Strong interpersonal skills and customer service mindset.
• Proficiency with Microsoft Office (Outlook, Word, Excel).
• Ability to learn databases and technology systems.
• Reliable availability for occasional evenings and weekends.
• Experience with Raiser’s Edge or nonprofit advancement operations preferred.

Responsibilities

• Provide day-to-day administrative support to Major Gift Officers, Alumni Relations, Career ConneXions, and the VP for Advancement.
• Serve as backup to Gift Processor including gift entry, receipts, and records.
• Process SGO activity including gift entry, tax docs, appeals, donor follow-up.
• Track gifts and pledges and support campaign leadership.
• Assist with phonathon, senior class giving, mailings, and online giving administration.
• Maintain accurate constituent data for students, parents, alumni, donors, and prospects.
• Support department operations and data initiatives on priority projects.

Skills

Organizational skills

Attention to detail

Communication

Customer service

Microsoft Office

Database literacy

Tools

Raiser’s Edge

Job description

Position Summary

The Administrative Assistant for Advancement provides administrative, data, fundraising, and event support to the St. Xavier Advancement Department. This position works closely with Major Gift Officers, Alumni Relations, Gift Processing, and Advancement department leadership to support donor engagement, fundraising initiatives, constituent data, and department operations.

Position Summary

The ideal candidate is highly organized, detail-oriented, collaborative, responsive, and comfortable managing multiple priorities while providing excellent service to the St. Xavier community.

Primary Responsibilities

• Department Support: Provide day-to-day administrative support to Major Gift Officers, Alumni Relations, Career ConneXions, and the Vice President for Advancement.
• Gift Processing: Serve as backup to the Gift Processor, including entering gifts, processing mail, preparing receipts, and maintaining accurate gift records.
• Scholarship Granting Organization Support: Help process SGO activity for St. Xavier and Xavier Jesuit Academy, including gift entry, tax documentation, appeals, and donor follow-up.
• Campaign Support: Assist with St. Xavier 200 and other fundraising campaigns by tracking gifts and pledges, entering data, and supporting campaign leadership.
• Phonathon & Senior Class Giving: Assist with call nights, pledge and gift entry, mailings, and administration of online giving and communication systems. Assist with annual solicitation of senior year class.
• Constituent Data & Raiser’s Edge: Work with other Advancement support staff to maintain accurate records for students, parents, grandparents, alumni, donors, and prospects.
• Special Projects & Department Operations: Assist with department-wide projects, data initiatives, donor communications, and event preparation based on current Advancement priorities and needs.

Qualifications

• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to manage confidential donor and constituent information.
• Strong interpersonal skills and a commitment to customer service.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Ability to learn and effectively use databases and technology systems.
• Ability to work occasional evenings and weekends for Advancement events.
• Experience with Raiser’s Edge, fundraising, nonprofit, education, or advancement operations is preferred.

This position plays a key role in ensuring the Advancement Department operates efficiently and provides exceptional service to St. Xavier’s donors, alumni, parents, students, and friends.