Advancement Assistant - Harvard Catholic Center, Cambridge, MA

Douglas Zack

Advancement Assistant
Harvard Catholic Center

 
I.  Position Summary

 
The Advancement Assistant reports directly to the Director of Advancement.  Under the guidance and direction of the Director of Advancement, the Assistant supports the planning, implementation and evaluation of a comprehensive annual giving program, which includes but is not limited to timely donor acknowledgement, coordination of appeals/special events, data base management, data mining/prospect research, and design/distribution of communications and web materials for the Chaplaincy.  The Assistant is expected to provide support, take initiative and accept responsibility for assignments and results proactively and to assist in additional areas of the Harvard Catholic Center’s and St. Paul Parish’s programs and ministry where needed.  Working knowledge of Raiser’s Edge software (or comparable database software) is necessary. 

General Job Requirements

Providing an energetic and team-oriented approach, this person will have development experience and/or marketing experience, proficiency with computers, a history of coordinating volunteers and events, and demonstrate outstanding interpersonal and communications skills in support of Catholic campus ministry and its mission. This person will be interacting both in person and over the phone with Harvard Catholic alumni, University staff, Harvard students, Harvard Catholic Chaplains, St. Paul Parishioners, staff, St. Paul Choir School teachers and parents, visitors and the general public and will be expected to act and speak in a professional, courteous and helpful manner. Attention to detail and the ability to multi-task are essential.

 
II. Principle Responsibilities:
Constituent database management and research – 40% 

1. Database management – 35%

The Advancement Assistant will be responsible for the oversight and management of the constituent database for the development operation.  This includes, but not exclusive to name and address changes, segmentation, identifying and targeting donors for specific appeals, in a effort to continue the movement of our constituents along the investment continuum, and maintaining and implementing the best database possible on a year-round basis.

 
The responsibilities would include but are not limited to the following:

1. Maintaining the integrity of the database information.

b.Daily gift processing, gift batching and gift acknowledgement. 

c.Importing lists, preparing reports and coding records accurately

d.Actively work with Blackbaud/Raiser’s Edge Software for additional training and best practices for donor data and constituent entry. 

Individual Prospect Research – 5% 
Identifies prospects for annual, major and planned gifts through various means.  Prepare background and financial information on individuals upon request.

Mail Appeals – 25% 
The Advancement Assistant will be responsible for coordinating all mail appeals, with the goal of maximizing giving from our benefactors by creating personalized mailings.

 

1. Timely Direct Mail Appeals (usually 4/year)
2. E-appeals
3. Permanent Community Stewardship Appeal
4. Specific Targeted Appeals
5. Globally add appeals to constituent’s records
6. Gift Processing

 
b. Interact with the Director of Advancement on a daily basis to report any cash, check or credit card deposits.  Reconcile all gift deposits with the Business Office at the end of each month.

 

3. Administration – 20 %

Administrative Support for the Harvard Catholic Center – 15% 
Act in a support capacity for the three Harvard Catholic Chaplains. Some of the expected assignments from each Chaplain may include photocopying, inputting student registrations, creation of flyers, , developing e-mails, support and collateral material formation.  Additional support may include segmenting and generating student lists.  The beginning of the semester is the busiest time for this type of support.

 

1. General Office – 5%

Provide general front office support, from time to time when needed. Cross training on general office procedures and operations will be expected.

 
4. Communications and Marketing – 10% 
The Advancement Assistant will also create with the guidance of the Director of Advancement any advertising and development materials including but not limited to brochures, advertisements in publications, flyers and help with the Annual Report.  This person will also be the chief liaison for the website and any e-mail communication platforms (Vertical Response and Raiser’s Edge Online Express) and will need to perform updates periodically. 

 
The Advancement Assistant will also assist with Harvard Catholic Magazine, the Chaplaincy’s newsletter by working with designers, printers, and mail houses.

 
The Assistant may be asked to photograph key events for the chaplaincy periodically for publicity purposes.

 

5. Special Events & Meetings – 5%

 
Provide support for internal and some external events for alumni and supporters of the Chaplaincy.  Responsibilities include: coordination of invitation lists with Director of Advancement, working with catering and event managers, maintaining guest lists, and providing registration and support for the events.  This person will also assist the Director of Advancement with the creation of meeting materials for the Senior Chaplain’s Advancement Council and taking the minutes at these meetings, as well as follow-up materials/acknowledgements. Occasional night and weekend work will be required.

 

 
Basic Qualifications:
Bachelor’s degree required.  Minimum three years of administrative experience, preferably with experience in higher education or the non-profit area.

 
Additional Qualifications:
The Advancement Assistant should be familiar with Microsoft Office, Internet search engines, and email software.  Knowledge of fundraising software, Raiser’s Edge, will be expected.

 

 

Submit cover letter and resume to: Douglas H. Zack, Director of Advancement, Harvard Catholic Center, 29 Mt. Auburn Street, Cambridge, MA 02138 DZack@HarvardCatholic.org