Principal Duties and Responsibilities: 

  • Lead administrative supporter for the Development Office and President 
  • Develop and manage donor database: update constituent information (alumni, donors, and friends of school), input new information, contacts, and donations, prepare reports for Development team members and Special Events/Annual Fund Coordinator
  • Gift acknowledgment correspondence
  • Work with Board of Trustee Committees: attend Board meetings, take and prepare minutes 
  • Assist in preparation of Annual Report and other inter-office publications

Job Description

Development Office Administrator

  • Maintain and update Development Team Calendar
  • Record updates provided by staff at Development Team meetings and update calendar accordingly
  • Review Development Office Calendar on a monthly basis and make any requisite purchase orders

General Administrative (including, but not limited to)

  • Donor Database – Raiser’s Edge 7.0 
    • Enter gifts, send acknowledgments, generate pledge reminders and invoices in a timely fashion
    • Maintain quality of database (address changes, etc.)  
    • Generate a variety of mailing lists for campaigns and events 
    • Enter new constituent information (graduates, new parents, prospects, etc.)  
    • Generate reports from database as requested
    • Assist in the Annual Report process by maintaining an up-to-date donor database 
    • Work with Business Office on reconciling monthly Stewardship Reports 
    • Provide support for scholarship program mailings 
    • Create daily gift reports to share with President, VPOIA
  • Answer and route phone calls  
  • Order all printed materials (letterhead, envelopes, business cards, note cards, etc.)  
  • Provide general administrative support to the Development Team

Board of Trustees and Committee Support

  • Prepare and print Board materials
  • Prepare for meeting logistics/food
  • Serve as recorder of minutes

Special Events & Alumni Events

  • Attend all Development Office sponsored events as requested 
  • Assist Director of Special Events with the creation of event mailing lists and mailings of event invitations
  • Provide support as needed for special events and activities

Submit all inquiries to:

Kate Lucas at

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