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Institutional Advancement Associate 

About the Organization Mission Statement:

Inspired by the Daughters of Charity and the De La Salle Christian Brothers, in partnership with families, Sacred Heart Cathedral Preparatory's mission is to provide the finest education in an inclusive Catholic community of faith. We prepare our high school students to become service-oriented leaders with a commitment to living the Gospel.

Sacred Heart Cathedral Preparatory (SHC) is a Lasallian Vincentian Catholic, co-educational college preparatory secondary school located in the heart of San Francisco, California. We provide academically rigorous, vibrant learning grounded in social justice and student centered pedagogy. Our entire community is committed to cultivating each student's unique talents and passions, providing myriad opportunities for students to discern and realize their individual intellectual, artistic, athletic, social, and spiritual potential. SHC is a San Francisco Archdiocesan High School that is cosponsored by the De La Salle Christian Brothers, District of San Francisco New Orleans and the Daughters of Charity of St. Vincent de Paul, Province of St. Elizabeth Ann Seton.

As an inclusive Catholic community of faith, we respect and support our students, faculty and staff and their sense of belonging in an increasingly diverse world. At SHC, such respect is grounded by our mission and carried out through our Lasallian Vincentian Catholic educational traditions. In these efforts, we prepare our students as future leaders to model our credo, "Enter to Learn, Leave to Serve".  
Category Advancement  

Essential Duties and Responsibilities:


  • Invest in the mission of SHC and the charisms of the Daughters of Charity and De La Salle Christian Brothers and Department of Catholic Schools formational programs.

  • Provide exemplary personal and professional presence throughout the San Francisco and greater Bay Area community.

  • Promote SHC's mission, philosophy, and brand among all current and future stakeholders.

  • Demonstrates integrity, spiritual focus, ethical behavior, fiscal responsibility and managerial excellence in support of the mission of SHC.

  • Participate in short and long term strategies around integrating meaningful diversity, equity, inclusion and belonging practices into the annual advancement program (as stipulated by the DEIB strategic plan adopted by SHC Board of Regents in 2021).

Prospect Management:

  • Establishes and oversees a Prospect Management system for Advancement staff and works with SHC leadership to develop an annual and long-term operational plan for the use of the database as a strategic tool for the Advancement team

  • Oversees portfolio management for President, Vice President of Advancement and Admissions, and Director of Advancement, and other SHC staff and trustees, utilizing reports and notifications to drive action plans

  • Tracks all investor interactions and records next steps in a detailed and organized fashion, ensuring solicitor accountability

  • Collaborates with the Database Administrator on determining best practices for database use

Prospect Research:

  • Under direction of the Director of Advancement, develops proactive research strategy to help build the Individual investor base

  • Identifies and qualifies prospects, and prepares materials for prospect review meetings

  • Provides calibrated, succinct research notes on current donors and members and in anticipation of all events

  • Prepares thorough research profiles on top donors and in preparation for meetings

  • Keeps up to date records on individuals through the use of alerts and scanning the news, working closely with the Alumni Relations Manager to capture and store important data on alumni

  • Works closely with the Director of Advancement, the Special Events Manager and the Advancement team to develop strategy for cross-pollination between events and alumni giving, annual fund, and individual giving

Investor Relationship and Advancement Services

  • Manages all gift/pledge processing and acknowledgment functions for the Annual Fund, capital campaign, and all other donations

  • Process gifts in a timely and accurate manner including those coming in on the website, via wire or stock transfer, via check, and matching gifts

  • Cross-train Advancement team on gift processing and acknowledgement letter processes

  • Plan, draft and prepare gift acknowledgement letters through Salesforce and mail merge

  • Drafts personalized individual correspondence to support Major Gift solicitations and gift acknowledgement

  • Correspond with investors including answering Advancement Office email and phone line, responding to questions in a timely and professional manner, drafting and preparing acknowledgment letters.

  • Provide support for the Advancement Team including ongoing activities such as coordinating invitation lists and mailings, taking RSVPs, tracking attendance, producing event bios, working events, staffing check-in during events, and other duties as needed

  • Provide research support and database management in Salesforce

  • Manage all gift back-up, including scanning, e-filing and filing

  • Coordinate with Finance in gift processing matters, including the submission of gift batch transmittals and participation in reconciliation

  • Assist with managing pledges, including ensuring proper documentation, collection, and reminders

  • Prepare invoices and tax receipts for investors, which entails tracking of pledges and major gift solicitations

  • Prepares weekly giving reports, segmented mailing and email lists for all communications, including data review for the Honor Roll, quarterly reports and/or larger mailing

  • Assist the Database Administrator to manage mailing lists in MailChimp

  • Craft MailChimp marketing emails targeted towards increased contributions or renewed support

  • Track event RSVPs in database and assist with event reminders and follow up

  • Oversee the Endowed and General Scholarship Stewardship process, ensuring that we connect fund investors with the mission of SHC, their scholarship recipients, and their fund values

  • Track all investor interactions and ensures stewardship plans enacted and records next steps in a detailed and organized fashion, ensuring solicitor accountability

General Office Administration

  • Process purchase orders and log accounts payable for the Institutional Advancement team: Advancement, Admissions, and Communications and Marketing

  • Work with the Institutional Advancement team to track office expenses and reconcile each month.

  • Manage/maintain Advancement Office machines and track repairs and orders

  • Manage/order supplies for the Institutional Advancement Team, including stationery and promotional items

  • Facilitate in-house mailings, including printing, folding, stuffing, posting

  • Perform other tasks as needed

  • Track and reconcile the Institutional Advancement credit card

Supervisory Responsibilities: None

Position Requirements

Qualifications & Skills:

  • Must be highly organized, motivated, high-energy, detail-oriented self-starter, and work well within a fast-paced environment

  • Must show a high level of initiative and follow through with the ability to work independently

  • Detail-oriented, flexible, strong work ethic

  • Demonstrated ability to collaborate in a diverse, inclusive work environment

  • Must have excellent written and verbal communication skills and be able to handle multiple tasks and meet deadlines

  • Proficient in Microsoft Word, Excel and Google Applications

  • Experience with Salesforce is a plus

  • Ability to work evenings and weekends when necessary

The statements herein describe the general nature and level of work being performed by the employee assigned to this position and should not be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so assigned.

Certifications and/or Licensure

Education and/or Experience:
Bachelor’s Degree or an equivalent combination of training and experience

Computer Skills:
To perform this job successfully, an individual should have knowledge of Microsoft software applications, Google/Gmail and internet usage, and; database management preferred

Physical Demands:
The physical demands described here represent those that must be met by an employee to successfully perform the essential job functions. Reasonable accommodations may be made for individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit; use hands and fingers to handle or feel as well as be able to communicate clearly. The employee is frequently required to reach with hands and arms. The employee is required to move about both campuses.. The employee may lift and/or move up to 25 pounds.

Work Environment:
The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made for individuals with disabilities to perform the essential functions.

Full-Time/Part-Time Full-Time  
Exempt/Non-Exempt Non-Exempt  
EOE Statement Sacred Heart Cathedral is an equal opportunity employer:
The Archdiocese of San Francisco will only employ those who are legally authorized to work in the United States for this opening. Any offer of employment is conditioned upon the successful completion of a background investigation. The Archdiocese of San Francisco will consider, for employment, qualified applicants with criminal histories.
Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law.

This position is currently not accepting applications.

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