Philanthropy Administrative Assistant

Trinity Health; United States; On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Life Insurance

403B with employer match

PTO

Paid Holidays

Job summary

Pittsburgh Mercy, part of Trinity Health, seeks a Philanthropy Administrative Assistant to provide administrative, operational, and programmatic support to the Executive Director of McAuley Ministries and the VP of Development. Based in Pittsburgh, you will work closely with donors, grantees, trustees, and colleagues in a mission-driven setting.

The role requires strong organizational skills, attention to detail, proficiency with Microsoft Office 365, and experience in nonprofit fundraising.

Qualifications

• Bachelor’s degree in business, health care, or related field OR HS Diploma or equivalent.
• 2+ years of data administration or nonprofit fundraising experience.
• Strong knowledge of office management and procedures.
• Proficiency with Microsoft Office 365 suite.
• Experience with donor management and grantmaking systems preferred.

Responsibilities

• Provide day-to-day administrative support including calendar management and travel arrangements.
• Oversee administration of the organization's grantmaking AI assistant, Irene.
• Draft and format correspondence, presentations, reports and other documents.
• Coordinate logistics for foundation/corporate meetings and events, including hospitality and AV needs.
• Attend meetings and prepare minutes, track action items, and follow up.
• Serve as primary administrator for the Board portal and provide training to Board members.
• Coordinate office operations, vendor relationships, procurement, inventory, and facilities requests.
• Support Grant Manager with grant reminders, payments, and related administrative tasks.

Skills

Data management

Administrative support

Stakeholder coordination

Microsoft Office 365

Communication

Education

Bachelor’s degree in business/health care or related field

HS Diploma or equivalent

Tools

Blackbaud Donor Pro

Constant Contact CRM

Foundant Grantmaking

iCertis

PeopleSoft

Job 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

• 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 1 of employment

• Medical
• Dental
• Vision
• Life Insurance
• 403B with employer match
• Paid Time Off (PTO)
• Paid Holiday Days
• Plus more………

ABOUT MCAULEY MINISTRIES & PITTSBURGH MERCY

Named in honor of Catherine McAuley, founder of the Sisters of Mercy, McAuley Ministries is the grant-making foundation of Pittsburgh Mercy.

McAuley Ministries serves as a catalyst for change, committing resources and working collaboratively to promote healthy, safe, and vibrant communities.

Grant-making priorities include health and wellness, community and economic development, education, and capacity-building initiatives for nonprofit organizations which focus on the Hill District, Uptown and West Oakland, communities historically served by the Sisters of Mercy.

McAuley Ministries also provides support to organizations that are sponsored by and/or affiliated with the Sisters.

Since its founding in 2008, McAuley Ministries has awarded 1,101 grants and community support totaling over $64 million.

It awards on average $3.5 million in grants annually, making it one of the largest philanthropic foundations in Southwestern Pennsylvania.

www.mcauleyministies.org

Pittburgh Mercy is a community-based health and human services organization using person-centered care to treat our area’s most vulnerable populations.

We work with families in settings that are safe and familiar to them, and view them as equal partners when planning, developing, and monitoring care.

Our mission is to be a compassionate, transforming presence within our communities.

We reach out to offer help – and hope – to people who are experiencing mental illness and substance abuse, physical health needs, intellectual disabilities, and traumatic events or circumstances, including homelessness and abuse.

www.pittsburghmercy.org

Our Commitment Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care.

We are an Equal Opportunity Employer.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.

Trinity Health is one of the largest not-for-profit, faith-based health care systems in the nation. Together, we’re 121,000 colleagues and nearly 36,500 physicians and clinicians caring for diverse communities across 27 states.

Nationally recognized for care and experience, our system includes 101 hospitals, 126 continuing care locations, the second largest PACE program in the country, 136 urgent care locations, and many other health and well-being services.

Based in Livonia, Michigan, in fiscal year 2023, we invested $1.5 billion in our communities through charity care and other community benefit programs.

For more information, visit http://www.trinity-health.org. You can also follow Trinity Health on LinkedIn.