Advancement Assistant, Bethlehem Catholic High School - Diocese of Allentown : Job Details

DIOCESE OF ALLENTOWNBethlehem Catholic High School, BethlehemPosition Description

Job Title: Advancement Assistant

Job Status: Part-time; 20-30 hours

Reporting Functions: Reports to the Advancement Director

Job Function: The Advancement Assistant provides critical administrative and logistical support to the Advancement Office, participating in all fundraising activities including donor and public relations, direct mail appeals, and special events toward a smooth and efficient execution of all fundraising and alumni relations activities. This role requires exceptional organizational skills, outstanding communication and customer service skills, attention to detail, and a commitment to the mission of Bethlehem Catholic.

Duties and Responsibilities

Assist with Event Planning:

• Manage logistics surrounding Bethlehem Catholic advancement events, such as collaborating with the Events Manager and the Advancement Director, mailing invitations, reporting progress on registrations on Give Smart (Becahi's event registration site), and tracking donations in Donor Perfect (our CRM program).
• Prepare thank you letters with tax receipts for monetary and in-kind gifts for the Principal and Advancement Director to sign and mail for these events.
• Maintain accounting of donors' financial gifts to compile accurate records for the Annual Report of Giving in September and the Becahi Fund Fall & Spring Ask Letters.

Provide on-site support at these events and others that may occur during and after school hours when needed.

• July 2025: Centennial Kickoff * & Gently Used Uniform Sale
• September: The Golden Hawk Golf Classic *
• October: The Pig & Swig (Hawk Fest), Annual Report of Giving *, & EITC Donor Night
• November: Fall Annual Fund Ask Letter for the Becahi Fund *
• December: Christmas Candle Mass for deceased loved ones from alumni and current families. Major Donor Christmas Card mailing.
• April: Annual Gala * (moved to the Centennial Finale in 2026), Distinguished Graduate Induction Ceremony, & EITC Donor Night
• May: Giving Day *
• June: Graduation: Scholarship Awards Program & Centennial Finale *

Maintain cordial relationships with alumni, donors, staff, and board members.

• Process donations and generate acknowledgment letters from Donor Perfect and continually update and correct database records.
• Answer donor inquiries and provide excellent customer service. Assist the Advancement Director in creating reports for Advancement Committee and Board Meetings.

Administrative Support:

• Keep track of the Advancement Office calendar.
• Prepare, keep track, file, and distribute correspondence, reports, and other documents such as W-9's, Tax Exempt #, etc.
• Handle phone calls and emails and respond to inquiries in a timely and professional manner.
• Maintain foundation, corporation and individual donor files.
• Assist with the annual Report of Giving by coordinating production and mailing of the fall, spring and year-end appeal letters.
• Maintain office supplies and equipment.

Financial Management:

• Assist with budget tracking and expense reporting.
• Process invoices and payments.
• Collaborate with the Accounting Manager and Advancement Director to reconcile financial records.

Additional Conditions of EmploymentDue to the nature and mission of the Catholic Church, all employees are bound to exhibit respect for the teachings and discipline of the Church regarding matters of faith and morals, including maintaining a lifestyle that is in conformity with the teachings of the Catholic Church.

Educational Qualifications:

• High School Diploma required; associate or bachelor's degree preferred.
• Minimum of 2 years of administrative experience, preferably in a fundraising or development setting.

Other Requirements:

• Attend Advancement Committee and Gala Committee Meetings.
• Perform other duties as assigned by the Director of Advancement.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with donor database software is a plus.
• Excellent organizational, communication, and interpersonal skills.
• Ability to work independently and as part of a team.
• Strong attention to detail and accuracy.
• Commitment to the mission and values of Catholic education.
• Ability to maintain confidentiality.

Must comply with all Allentown Diocese employment requirements including but not limited to background checks, clearances, and trainings such as mandated reporter, Protecting God's Children, etc., as well as the Bethlehem Catholic employee handbook.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and requirements.

Physical Demands: While performing the duties of this job, employees are regularly required to sit, stand, walk, and stoop. Must be able to talk and hear, both in person and by telephone. Use of hands to perform standard classroom duties and use office equipment is required. Reaching and lifting up to 10 pounds is also required. Vocal communication is required for expressing or exchanging ideas by the means of spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

Working Conditions: Normal school setting, part-time position, 20-30 hours a week; 7:30 am - 3:00 pm. May be required to work beyond normal working hours and weekends for meetings, preparation for events, and galas.

Interested applicants must submit a cover letter and resumes to be submitted to iSolved or the following:Director of Advancement: Tom VresicsEmail: [email protected]

EOE M/F/D/V