Administrative Assistant for Advancement

St. Xavier High School; Wintondale (OH); On-site; USD 38,000 - 52,000; Full time

Job summary

St. Xavier High School in Cincinnati, OH, is seeking an Administrative Assistant for Advancement to provide administrative, data, fundraising, and event support to the Advancement Department.

The successful candidate will work closely with Major Gift Officers, Alumni Relations, Gift Processing, and department leadership to manage donor records, assist campaigns, coordinate phonathons, and support school events.

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.

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.

Skills

Excellent organizational skills

Time-management

Attention to detail

Written and verbal communication

Confidential information handling

Customer service

MS Office proficiency

Raiser’s Edge experience

Evenings/weekends availability

Tools

Microsoft Office Suite

Outlook

Word

Excel

Raiser’s Edge

Job description

Position: Administrative Assistant for Advancement

Location: Cincinnati, OH

Job Id: 332

# of Openings: 1

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.

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.

The school’s policy regarding background checks for teaching and nonteaching employees and for volunteers who have direct contact with students:

B. Screening Employees and Regular Volunteers Persons who serve our students as employees or regular volunteers are among the School's most valuable assets. They contribute so much to the spiritual, emotional, intellectual, and physical wellbeing of young persons. Administrators must take due precautions in order to assure that only those persons who are psychologically and temperamentally suited are chosen to work with students.

B.1 Each applicant for employment in a position with regular, significant contact with students must supply to the hiring agent personal information adequate to assess his or her suitability for contact with students. Each applicant must complete and sign the official Applicant's Certification (cf. Attachment 3). Each applicant must supply the names of three references, at least one from the most recent employer and none from close friends or relatives.

B.2 Hiring agents are to speak with references provided by applicants for employment and to examine and verify the employment history. The hiring agent will secure a check of criminal records through the Ohio Bureau of Criminal Investigation.

B.3 The School will establish procedures for gathering the information and completing the reference checks mentioned above. All of this information is to be retained in a confidential file at the location of employment until five years after employment ends, at which time all application documents are to be destroyed.

B.4 Those persons who recruit volunteers to work regularly with students should exercise caution in selecting volunteers. If there is any cause for concern in a particular case, the matter should be brought to the attention of the responsible supervisor for further review. A background check of criminal records through the Ohio Bureau of Criminal Investigation will be secured for all volunteers who work regularly with students. A \"regular volunteer\" means anyone other than an employee who functions in a regular significant relationship with students. This includes coaches, tutors, interns, student teachers, and others in a similar capacity. It also means any volunteer who works with students more than three hours a month or who works with students more frequently than once a month. It does not include the occasional volunteer such as a driver or chaperone for individual activities as well as those volunteers who work no more than once a month and for fewer than three hours a month.