Saint Joseph High School, South Bend - Assistant Director of Advancement

Assistant Director of Advancement 

The Assistant Director of Advancement is responsible for the accurate maintenance, integrity, and strategic utilization of donor and prospect data to support all Mission Advancement initiatives. This role oversees advancement operations, reporting, prospect research, stewardship systems, and event coordination to strengthen fundraising effectiveness and constituent engagement.

The Assistant Director identifies, researches, and analyzes prospects for annual and major gift cultivation and solicitation and leverages data analytics to inform philanthropic strategy and enhance stewardship efforts. This position also leads the planning and coordination of the school’s annual Gala fundraiser and supports additional advancement-related events and engagement activities.

The Assistant Director supports and advances the mission of Saint Joseph High School to transform students in heart and mind, preparing them to serve God, the Church, and the world.

Responsibilities:

Advancement Operations & Database Services

• Manage and maintain the integrity, accuracy, and consistency of constituent records within the advancement database.

• Oversee ongoing data management processes including:

• • adding and updating student, parent, alumni, and donor records;

  • transitioning graduates to alumni status and current parents to alumni parents;

  • address verification and record maintenance;

  • managing relationships and links between constituent records.

• Coordinate and oversee gift entry, gift processing, reconciliation support, and donor acknowledgment procedures.

• Prepare and distribute IRS tax acknowledgment letters and ensure timely donor recognition.

• Manage the delivery of weekly giving reports, annual stewardship reports, dashboard metrics, and other fundraising-related reports for leadership, committees, and publications.

• Prioritize and produce constituent lists and data pulls for appeals, communications, campaigns, and events.

• Ensure ongoing documentation and refinement of Advancement Services procedures, policies, and workflows.

• Partner in the creation and production of the Annual Report of Philanthropy.
  
  

Prospect Research & Analytics

• Conduct comprehensive research on current and prospective donors to support volunteer engagement, donor cultivation, and solicitation strategies.

• Create timely donor profiles and briefing materials for potential volunteer and philanthropic engagement.

• Collaborate with the Director of Annual Giving and the Director of Mission Advancement to develop strategic cultivation plans based on research findings.

• Utilize data analytics tools and other resources to assess and track donor giving, capacity, patterns, and trends. 

Stewardship & Donor Engagement Support

• Coordinate stewardship-related operational processes and donor recognition systems, including timely donor communications and stewardship tracking across the Office of Mission Advancement.

• Manage student engagement initiatives related to donor gratitude efforts, including thank-you letters and donor thank-a-thons.

• Assist in the development and implementation of stewardship programs and engagement initiatives for parents, donors, alumni, and volunteers.

Event Coordination

• Support the planning and execution of the annual Gala fundraiser, including logistics, registration systems, reporting, and coordination with volunteers and vendors.

• Coordinate or assist with additional advancement-related events including donor receptions, alumni gatherings, volunteer events, and fundraising initiatives.

• Support event data management, reporting, sponsorship tracking, and follow-up stewardship activities.

Other

• Maintain up-to-date knowledge of industry best practices.

• Collaborate closely with the Director of Marketing and Communications on data needs related to advancement communications and campaigns.

• Support cross-functional collaboration among advancement, enrollment, alumni relations, school leadership, and other school departments.

• Other duties or events as assigned by the Principal or the Director of Mission Advancement.

Skills:

The successful candidate will have exceptional organizational skills; possess superior attention to detail and ability to follow-through; be team-oriented and mission driven; proficiency in data management systems and computer applications; be able to work independently and as part of a team; willingness to work occasional mornings, evenings, or weekends as needed; ability to maintain confidentiality and handle sensitive matters with discretion; demonstrated analytical and strategic thinking capabilities. 

Requirements:

• Bachelor’s degree required;

• Experience working with databases and analyzing queries required; Experience with event planning preferred.  

• Previous fundraising/donor relations/prospect research experience preferred; 

• Experience working in a Catholic, non-profit, and/or educational setting preferred.

Organizational Structure:

The Assistant Director of Advancement reports to the Director of Mission Advancement and works closely with the Director of Annual Giving and Engagement, the Director of Marketing and Communications, the Alumni Coordinator, the Director of Enrollment and the Principal.