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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  

POSITION TITLE: Institutional Advancement Associate 
SUPERVISED BY: Director of Advancement 
FLSA STATUS: Non-Exempt, Full-Time Regular 

Position Summary: 

The Institutional Advancement Associate will be a proactive, highly motivated, and detail-oriented individual with the ability to take on self-guided writing, research and database projects while working collaboratively with team members across the organization to support the Institutional Advancement team. Reporting to the Director of Advancement, the Associate will provide instrumental support, more specifically, the Institutional Advancement Associate is responsible for the following: 

Essential Duties and Responsibilities:

Alumni Engagement and Advancement Services

  • Assist the Alumni Engagement Manager and collaborate with Institutional Advancement colleagues to increase alumni giving, participation, and engagement (time, talent, treasure, and opportunity)
  • Manage all gift/pledge processing and acknowledgment functions for the Annual Fund, capital campaign, and all other gifts
  • 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
  • Plan, draft and prepare gift acknowledgement letters as assigned through Salesforce and mail merge 
  • Oversee personalized reports and individual correspondence to alumni and support Endowed Scholarship Funds, Major Gift solicitations and gift acknowledgement 
  • Provide staff assistance to alumni groups, as assigned 
  • Plan, coordinate and schedule all logistical details and make necessary arrangements for programs and/or services in assigned areas of responsibility
  • Perform necessary administrative functions such as record keeping, reports, correspondence, manage contract records, cost and orders for Alumni program in support of Alumni Manager
  • Evaluate and monitor effectiveness of programs/services and identify problems, recommend improvements and institute changes
  • Act on behalf of Manager of Alumni Engagement in his/her absence, as assigned 
  • Serve as a resource to alumni and others regarding alumni and SHC programs and activities 
  • Coordinate alumni recognition program, as assigned
  • 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 and event support as needed 
  • Lead research projects and support database management in Salesforce as requested 
  • 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 
  • Track event RSVPs in database and assist with event reminders and follow up

General Office Administration 

  • Process purchase orders and log accounts payable for the Institutional Advancement team: Advancement, Admissions, and Communications & 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 
  • Track and reconcile the Institutional Advancement credit card 
  • Perform other tasks as needed 

Supervisory Responsibilities:

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 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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