Advancement Assistant

HERITAGE CHRISTIAN SCHOOL

ADVANCEMENT ASSISTANT

POSITION OBJECTIVE: The Advancement Assistant provides vital administrative, communications, and event support to the Advancement Department. This role plays a key part in advancing the mission of Heritage Christian School by supporting capital campaign activities, donor engagement, event coordination, and day-to-day operations. The successful candidate will be detail-oriented, organized, and able to thrive in a fast-paced, Christ-centered environment.

QUALIFYING CHARACTERISTICS: The employee must be a Christian with an authentic and a mature personal relationship with Jesus Christ, who agrees to the HCS Statement of Faith, Charter of Core Values and Employee Covenant in both their professional conduct and personal lifestyle. The employee is committed to incorporating these qualities and standards in carrying out the calling to Christian education. In addition, the ability to establish and maintain excellent working relationships, representing Christ and HCS professionally and positively with the HCS community-at-large, including faculty and staff, Board members, parents, volunteers and others is crucial to the success of this role.

EDUCATIONAL AND EXPERIENCE REQUIREMENTS:  High school diploma required; associate or bachelor’s degree preferred. 2–3 years of administrative experience, preferably in a school, nonprofit, or office setting. Proficient in database systems and Google Workspace (Gmail, Docs, Sheets, Forms, Drive).

ESSENTIAL SKILLS AND ABILITIES:

• Strong organizational and time-management skills
• High attention to detail with effective multitasking ability
• Excellent verbal and written communication
• Discretion and professionalism in handling confidential information
• Ability to work independently and as part of a team
• Creative and flexible in supporting evolving campaign and advancement needs

MAJOR RESPONSIBILITIES:

• Administrative and Data Support
• Maintain campaign files, records, and databases
• Schedule and coordinate meetings for donors, campaign teams, and volunteers
• Prepare meeting agendas, take minutes, and manage follow-up communications
• Generate reports and track fundraising milestones
• Donor and Prospect Support
• Assist with donor research and updating prospect profiles
• Prepare donor materials including personalized thank-you letters, pledge forms, and proposals
• Track and support gift acknowledgment, pledge reminders, and correspondence
• Communications and Materials
• Collaborate on campaign collateral: case statements, brochures, newsletters, e-blasts
• Help manage campaign-related web and social media content
• Coordinate with vendors and creatives on design, printing, and branded items
• Events and Engagement
• Support planning and execution of campaign-related events: banquets, donor receptions, prayer gatherings
• Manage RSVPs, logistics, materials, and guest communications
• Assist with event setup, hospitality, and on-site coordination
• General Office and Team Support
• Provide clerical support to the Advancement Office
• Handle data entry, file organization, inventory, and office supply needs
• Support additional duties as assigned to ensure smooth operation of the Advancement Office

The above description covers the most significant duties performed but does not restrict the administration’s right to assign or reassign other reasonable duties, responsibilities, or expectations to this job at any time, with or without advance notice.  The information contained in the job description is for compliance with the Americans with Disabilities Act and is not an exhaustive list of the duties performed for this position.  Additional duties are performed by the individual currently holding this position and additional duties may be assigned.

PHYSICAL REQUIREMENTS:  Must be able to meet the physical requirements of the position.  Must be able to traverse campus and sports fields and facilities.  Must be able to use a computer and other audio-visual equipment.  Must be able to ascend and descend stairs.  Must be able to communicate with others. Specific vision abilities required in this position include close vision, distance vision, depth perception, and the ability to adjust focus.  The employee must be able to hear low-volume sounds.  Must be able to assist children for health and safety reasons.

WORK ENVIRONMENT:  Office environment with occasional outdoors activities or events.