Administrative Support
Office of Advancement, Annual Appeal, Planning and Logistics
 

JOB SPECIFICATIONS

This position will serve a critical administrative support role in the Diocese of Columbus Advancement Office while also collaborating with 3^rd party consulting group on the diocesan annual Appeal. This position will also work closely with the finance department, donors, and parishes within the diocese.  This position is responsible for maintaining the organization’s donor database and is vital to the operations of the Advancement Office with responsibility of gift entry, acknowledgement, annual appeals, stewardship, advancement special events, reports, and analytics. 

I.          ADMINISTRATIVE SUPPORT

• Prepare correspondence, acknowledgment letters, and documentation according to diocesan protocols 
• Prepare weekly progress reports evaluating the status of the Appeal and distribute to parishes, 3^rd party consulting group and diocesan staff
• Follow-through to make certain all daily/weekly tasks on timelines are completed
• Oversee mailing and printer deadlines
• Respond to donor and parish questions by phone, email or correspondence
• Support the office with reception duties and smooth office operations
• Act as the point person in the office of Advancement between 3^rd party consulting group, Sr. Director of Advancement, and diocesan offices

II.        DATA BASE MANAGEMENT

• Maintain donor software database, including all data entry and report preparation
• Facilitate a timely gift entry/acknowledgement, stewardship program in ParishSoft
• Coordinate a contact management system for the office of Advancement, including executive development, program and communications functions
• Research prospect information from public records
• Prepare and maintain information on top prospects
• Maintain all advancement office records that provides for the integrity of data (duplicate, bad address, deceased or inactive records)   
• Maintain gift records in cooperation with accounting department (donor files, pledge cards, correspondence, etc.)
• Provide, support, and identify training in support of staff members

III.       MEETING COORDINATION

• Assist in facilitation of internal and external meetings as needed including:
  • Scheduling
  • Sending notices
  • Preparing agenda and any handouts
  • Reserving location
  • Making provisions for refreshments as required
  • Prepare and distribute meeting minutes (as needed)

IV.       SPECIAL EVENTS

• Work on the planning and implementation of all special events that support the Advancement Office (seminars, workshops, kickoff events, recognition and thank you gatherings)
• Secure and coordinate venue and catering
• Oversee invitations, mailing list and mailing
• Coordinate the evening events, entertainment and all supporting details
• Responsible for overseeing set up, night of details, and clean up
• Follow-up on any thank you’ s or outstanding tasks related to the event 

V.         ONGOING DEVELOPMENT DUTIES

• Assist in the coordination of year-round fund-raising efforts on behalf of the diocese
• Maintain donor software database, including all data entry and report preparation/generation
• Prepare tax receipts and acknowledgment letters
• Other duties as assigned

V.         SKILLS AND KNOWLEDGE 

• Team player
• Outstanding written and oral communication skills 
• Proficient in Microsoft Office software, including PowerPoint, Excel and Word
• A customer service orientation and attitude 
• Ability to assess and solve problems 
• Detail oriented 
• Ability to work independently and a self-starter
• An understanding of the philanthropic process – fundraising experience preferred
• Commitment to the Catholic faith

Education and Experience

• B.S. or B.A. degree or High School Diploma with relative years of experience
• Direct experience in operations of not-for-profit fundraising activities is a plus

Submit your resume with cover letter to Jim Jackson, Senior Director of Advancement for the Catholic Diocese of Columbus, at  [email protected]