Substitute Advancement Associate

Convent & Stuart Hall - Schools of Sacred Heart-San Francisco; San Francisco (CA); On-site; USD 55,000 - 75,000; Part time

Job summary

Convent & Stuart Hall seeks a Substitute Advancement Associate to support the Advancement Office on a temporary basis with a potential for continuation. You will manage gifts, process pledges, coordinate donor communications, and assist with prospect research and office operations.

The role emphasizes precise data handling, donor-centered writing, and reliable coordination across campaigns and events, with a requirement for strong attention to detail.

Qualifications

• Two to four years of experience in advancement, development operations, data-heavy administrative work.
• 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 donor-centered acknowledgment and stewardship correspondence.
• Proficiency with Excel or Google Sheets.
• Ability to manage multiple deadlines independently and to follow established processes.

Responsibilities

• Gift management: process gifts, pledges, and pledge payments; reconcile with Business Office.
• Stewardship: prepare acknowledgment letters, receipts, giving statements, and impact reports.
• Prospect research: conduct basic research and prepare donor profiles.
• Office operations: coordinate supplies, purchases, and vendor orders; manage department credit cards.
• Communications: assist with website content and provide writing support for campaigns.
• Other duties as assigned.

Skills

Donor relations

Data entry

Writing

Proofreading

Excel/Sheets

Raiser's Edge NXT

Salesforce/Blackbaud CRM

Education

Bachelor's degree

Tools

Raiser's Edge NXT

Salesforce

Blackbaud CRM

Excel

Google Sheets

Job description

Role 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 managementProcess all gifts, pledges, and pledge payments in Raiser's EdgeReconcile gifts with the Business OfficeFacilitate all gift documentation, including gift agreements and appealsProduce giving reports, lists for Annual Fund, comprehensive campaign, donor stewardship, and leadership needsStewardshipPrepare and send donor acknowledgment letters and receipts within established guidelines and timelinesCreate giving statements and impact statementsTrack and support donor recognition, including donor listings, reports, and named-gift acknowledgmentsAssist with stewardship touch points and donor appreciation eventsProspect ResearchConduct basic prospect research and screeningPrepare donor profiles and briefing documentsHelp maintain prospect ratings, portfolio assignments, and contact reportsOffice OperationsCoordinate supplies, purchasing, and vendor orders for the Advancement OfficeReconcile department credit cardCommunicationsAssist with website content updates for Advancement pages, Annual Report, and other campaignsProvide occasional writing and proofreading support for Advancement and other departmentsOther duties as assignedTwo to four years of experience in advancement, development operations, database administration, or comparable detail-intensive administrative workDemonstrated accuracy with data entry and financial records, and comfort reconciling figures with a business or finance officeExperience 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 correspondenceProficiency with Excel or Google SheetsSound judgment and absolute discretion with confidential donor, family, and financial informationAbility to manage multiple deadlines independently and to follow established processes consistentlyBachelor's degree, or equivalent combination of education and relevant experiencePhysical 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 positionEEO PolicyConvent & Stuart Hall is an equal opportunity employer that does not and will not discriminate against applicants or employees on the basis of gender, race, religion, age, sexual orientation, physical/mental disability or veteran status or any other consideration protected by federal, state or local laws.