Substitute Advancement Associate

Sacredsf; San Francisco (CA); On-site; USD 85,000 - 94,000; Part time

Job summary

Convent & Stuart Hall seeks a Substitute Advancement Associate to manage gifts, acknowledgments, and donor communications on a temporary basis. The role supports the Advancement Office with data entry, reporting, and prospect research while providing essential operational help on campus.

Ideal candidates will have 2–4 years in advancement or admin roles, strong writing skills, and proficiency with donor databases and Excel. Evening/weekend availability and campus presence are required.

Qualifications

• Two to four years of experience in advancement, development operations, or detail-intensive admin work.
• Demonstrated accuracy with data entry and financial records; comfort reconciling figures.
• Proficiency with donor databases (Raiser's Edge NXT preferred).

Responsibilities

• Gift management: process gifts, pledges, and payments; reconcile with Business Office.
• Stewardship: prepare donor acknowledgments and impact statements; support donor recognition.
• Prospect research: conduct basic research and prepare donor profiles and briefing documents.
• Office operations: coordinate supplies, purchases, and vendor orders; reconcile department cards.
• Communications: assist with website content updates and proofreading support.

Skills

Data entry

Donor database

Writing

Excel/Sheets

Discretion

Deadline management

Education

Bachelor's degree

Tools

Raiser's Edge NXT

Salesforce

Blackbaud CRM

Job description

# Substitute Advancement AssociateSan Francisco High School Two Campus - San Francisco, CA 94115## OverviewSalary Range$85,000.00 - $94,000.00 Salary/yearLevelExperiencedPosition TypeTemporaryEducation Level4 Year Degree## Substitute Advancement AssociateRole summary:Convent and Stuart Hall is seeking excellent candidates for the role of Substitute Advancement Associate .This a temporary position due to a leave with a possibility of a continuing position.The Substitute Advancement Associate is central to how Convent & Stuart Hall receives, recognizes and stewards philanthropic support. It has three main functions: maintaining accurate gift records; ensuring donors are appreciated and recognized in a donor-serving manner; and researching prospects to support and develop our philanthropic pipeline. This position also provides operational support. Personal and work skills should include being highly relational, attentive to detail, and a clear, thoughtful writer.**About us** : At Convent & Stuart Hall, we are committed to developing resilient, resourceful and engaged thinkers who are equipped to thrive in an evolving world. Our rigorous K-12 educational model is a dynamic blend of single-sex and co-ed classes, supported by small class sizes and resources reflective of a large school. We deliver an interactive learning experience, curated by faculty highly regarded in their academic fields so that students graduate with confidence in what they know, how they think and who they are. Our community is part of an international network of Sacred Heart schools, where students and adults embrace the catholic charism of our Sacred Heart founders, which is spiritually inclusive and global in nature.The school is organized into four academic divisions, each led by a Division Head, sharing resources and a central administration, all of which is under the direction of the President.Schools of the Sacred Heart is committed to an in-person teaching model and faculty and staff must be prepared to adhere to and support our Health and Safety Plan.Primary responsibilities:Gift management* Process all gifts, pledges, and pledge payments in Raiser's Edge* Reconcile gifts with the Business Office* Facilitate all gift documentation, including gift agreements and appeals* Produce giving reports, lists for Annual Fund, comprehensive campaign, donor stewardship, and leadership needsStewardship* Prepare and send donor acknowledgment letters and receipts within established guidelines and timelines* Create giving statements and impact statements* Track and support donor recognition, including donor listings, reports, and named-gift acknowledgments* Assist with stewardship touch points and donor appreciation eventsProspect Research* Conduct basic prospect research and screening* Prepare donor profiles and briefing documents* Help maintain prospect ratings, portfolio assignments, and contact reportsOffice Operations* Coordinate supplies, purchasing, and vendor orders for the Advancement Office* Reconcile department credit cardCommunications* Assist with website content updates for Advancement pages, Annual Report, and other campaigns* Provide occasional writing and proofreading support for Advancement and other departments**Other duties as assigned**## Qualifications* Two to four years of experience in advancement, development operations, database administration, or comparable detail-intensive administrative work* Demonstrated accuracy with data entry and financial records, and comfort reconciling figures with a business or finance office* Experience with a donor or constituent database (Raiser's Edge NXT preferred; Salesforce, Blackbaud CRM, or similar considered)* Strong writing and proofreading skills, with the ability to draft warm, donor-centered acknowledgment and stewardship correspondence* Proficiency with Excel or Google Sheets* Sound judgment and absolute discretion with confidential donor, family, and financial information* Ability to manage multiple deadlines independently and to follow established processes consistently* Bachelor's degree, or equivalent combination of education and relevant experience**Physical Requirements :** ● Regularly lifting or carrying 1-20 lbs ● Regular pushing/pulling/bending/stooping/kneeling ● Regularly climbing stairs\\*\\* ● Regularly sitting or standing for 4-8 hours ● Requires physical presence, work to be performed on campus\\*\\* ● Requires the ability to tolerate and work in a loud and active environment ● Ability to travel 1-2 times per year ● Ability to work some evenings and weekends\\*\\* \\*\\*Denotes essential functions of the position