Philanthropy Administrative Assistant

Trinity Health; Pittsburgh (Allegheny County); On-site; USD 25,000 - 39,000; Full time

Job summary

Pittsburgh Mercy is seeking a highly organized Philanthropy Administrative Assistant to support the Executive Director of McAuley Ministries and the VP of Development. You will manage calendars, coordinate meetings, and support grantmaking operations from their Carlow University campus location, with duties at the Pittsburgh Mercy headquarters.

This is a full-time, in-office role promoting teamwork and donor relations.

Qualifications

• Bachelor's degree in business, health care, or related field OR HS Diploma or equivalent.
• Successful candidate must have at least 2 years of experience in data administration and/or nonprofit fundraising; along with knowledge of the principles of office management and office procedures.
• Must have strong working knowledge of Microsoft Office 365 suite of products. Experience with Blackbaud Donor Pro, Constant Contact CRM, Foundant Grantmaking and of legal contract management systems like iCertis, and Accounts Payable systems like PeopleSoft preferred.

Responsibilities

• Provide day-to-day administrative support, including calendar management, appointment scheduling, meeting coordination, and the organization of routine and complex travel arrangements, primarily within the local region.
• Oversee the administration and ongoing support of the organization's grantmaking AI Assistant, Irene, ensuring effective utilization and operational efficiency.
• Draft, edit, format, and prepare correspondence, presentations, spreadsheets, reports, and other business documents with a high degree of accuracy and professionalism.
• Coordinate all logistics for foundation and corporate meetings, site visits, and special events, ensuring seamless execution of hospitality, catering, audiovisual, venue, and other event-related requirements.
• Attend board, committee, team, and site visit meetings; prepare meeting minutes, document key discussions, and track action items to ensure timely follow-up and completion.
• Serve as the primary administrator and point of contact for the Board portal, providing technical support to the Executive Director and delivering training and ongoing assistance to Board members.
• Coordinate office operations, including vendor and host organization relationships, procurement of supplies and equipment, inventory management, and facility maintenance requests.
• Support the Grant Manager by coordinating grant requirement reminders, processing grant payments, and performing administrative activities that facilitate the effective execution of the grantmaking process.

Skills

Calendar management

Data management

CRM administration

Office coordination

Communication

Education

Bachelor's degree or HS diploma equivalent

2+ years data/nonprofit fundraising

Tools

Microsoft 365

Blackbaud Donor Pro

Constant Contact CRM

Foundant Grantmaking

iCertis

PeopleSoft

Job description

Employment Type:

Full time Shift:

Description:

POSITION SUMMARY:

Pittsburgh Mercy is seeking a highly organized, tech-savvy, relationship-focused professional to serve as our Philanthropy Administrative Assistant . As the Philanthropy Administrative Assistant, you will be a trusted partner to a collaborative team of fundraising and grantmaking professionals, providing administrative, operational, and programmatic support to the Executive Director of McAuley Ministries and the VP of Development for Pittsburgh Mercy. The successful candidate will thrive in a mission-driven environment and enjoy working collaboratively with donors, grantees, community partners, trustees, and colleagues. You will be an integral part of a kind and passionate, dedicated small and mighty team that work out of the Convent of Mercy on the campus of Carlow University in the neighborhood of West Oakland in Pittsburgh and out of Pittsburgh Mercy's headquarters located at 1200 Reedsdale St, Pittsburgh, PA 15233.

ESSENTIAL FUNCTIONS:

Office Administration : You will keep a busy team organized and operate efficiently by:

• - Provide day-to-day administrative support, including calendar management, appointment scheduling, meeting coordination, and the organization of routine and complex travel arrangements, primarily within the local region.
• - Oversee the administration and ongoing support of the organization's grantmaking AI Assistant, Irene, ensuring effective utilization and operational efficiency.
• - Draft, edit, format, and prepare correspondence, presentations, spreadsheets, reports, and other business documents with a high degree of accuracy and professionalism.
• - Coordinate all logistics for foundation and corporate meetings, site visits, and special events, ensuring seamless execution of hospitality, catering, audiovisual, venue, and other event-related requirements.
• - Attend board, committee, team, and site visit meetings; prepare meeting minutes, document key discussions, and track action items to ensure timely follow-up and completion.
• - Serve as the primary administrator and point of contact for the Board portal, providing technical support to the Executive Director and delivering training and ongoing assistance to Board members.
• - Coordinate office operations, including vendor and host organization relationships, procurement of supplies and equipment, inventory management, and facility maintenance requests.
• - Support the Grant Manager by coordinating grant requirement reminders, processing grant payments, and performing administrative activities that facilitate the effective execution of the grantmaking process.

• - Data Management : Manages the donor and grantmaking databases as Philanthropy's Data Leader and ensures that all data entered is accurate and follows philanthropic coding policies.
• - Customer Relationship Management : Serves as a friendly first point of contact for inquiries in person, by phone, mail and on our virtual platforms.

ABOUT YOU:

You are the perfect blend of technical genius, data guru, strong oral and written communicator, and project task master. You love paying attention to details, finding ways to solve problems, improving processes, and making the workplace more efficient. You are flexible, adaptable, and able to pivot quickly to changing internal and external needs. You are an independent thinker with the maturity to weigh risks and outcomes. You give your all when at work. You understand the importance of and practice self-care and life-work balance. You believe life has a funny sense of humor.

REQUIREMENTS:

• - Bachelor's degree in business, health care, or related field OR HS Diploma or equivalent
• - Successful candidate must have at least 2 years of experience in data administration and/or nonprofit fundraising; along with knowledge of the principles of office management and office procedures.
• - Must possess personal and professional values consistent with those of Pittsburgh Mercy, Trinity Health, and its sponsors.
• - Must have strong working knowledge of Microsoft Office 365 suite of products. Experience with Blackbaud Donor Pro, Constant Contact CRM, Foundant Grantmaking and of legal contract management systems like iCertis, and Accounts Payable systems like PeopleSoft preferred. Ability to further develop skills in these applications when necessary.
• - Valid Drivers' License and use of a vehicle for work.
• - ACT 33/34 and FBI Clearances
• - Pre-Employment drug screening

SCHEDULE: (non-exempt/hourly)

In office, Monday through Friday during standard business hours with occasional, non-traditional business hours required such as early mornings, evenings or weekends.

WORK LOCATION:

50% of your time you will work out of the Convent of Mercy, 3333 5th Avenue, Pittsburgh, PA 15213 (on Carlow University's Campus).

50% of the time you will work out of Pittsburgh Mercy's headquarters located at 1200 Reedsdale St, Pittsburgh, PA 15233. Free parking is provided at both locations!

Comprehensive Benefit Package starts Day