Philanthropy Operations & Donor Relations Specialist

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

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.