Administrative Assistant-Data Entry

Job Description

The Administrative Assistant/Data Entry position provides high-level administrative, logistical, and clerical support to the Executive Director and assists with operations of the Catholic Foundation. This includes preparation for board and committee meetings, scheduling and calendar management, event coordination, document preparation, and general office support.

This position is also responsible for accurately and efficiently processing all contributions, updating donor records, maintaining data integrity, generating reports, and ensuring timely donor acknowledgments. This role supports fundraising operations across annual appeals, endowment gifts, planned gifts, and parish-related contributions.

The position requires exceptional accuracy, confidentiality, and organizational skills. As the backbone of the Foundation's development operations, this position ensures that all donor information and reports are properly recorded, tracked, and maintained.

MINIMUM QUALIFICATIONS:

EDUCATION:
High school diploma or equivalent required; business coursework preferred.

EXPERIENCE:
Minimum of 3-5 years of administrative or office support experience preferred.

KNOWLEDGE/SKILLS:
Working knowledge of office software, equipment, and modern administrative practices.
Experience supporting executive leadership or nonprofit operations preferred.
Ability to maintain strict confidentiality and exhibit professionalism in all interactions.
Experience with donor management systems (e.g., Raiser's Edge) strongly preferred.
Proven track record of high accuracy in data entry.
Commitment to the mission, teachings, and values of the Catholic Church.

ROUTINE DUTIES AND RESPONSIBILITIES:

Executive Director Support

Provide comprehensive administrative support to the Executive Director, including scheduling, meeting preparation, communication handling, and follow-up.
Manage the Executive Director's calendar, appointments, and travel logistics.
Draft correspondence, reports, and meeting materials as needed.
Assist with maintaining organized electronic and physical filing systems.
Ensure accurate and professional preparation of documents, presentations, and communications.
Become proficient with the CRM System, maintaining confidential records and data entry for the Executive Director to run reports from the CRM and aid in prospecting.

Board and Special Project Support

Coordinate all board and committee meetings, including scheduling, logistics, room reservations, and materials preparation.
Prepare meeting packets, agendas, minutes, handouts, and follow-up documentation.
Record meeting minutes for all board and committee meetings.
Assist with mailing or distributing quarterly or annual reporting materials.
Provide administrative and logistical support for special events, donor gatherings, workshops, and Foundation programs.
Manage RSVPs, prepare event materials, order food and supplies, organize packets, and ensure smooth execution.
Assist with invitations, attendee lists, and post-event follow-up.

Office & Administrative Operations

Serve as a primary contact for incoming calls, messages, and visitors, responding or directing appropriately.
Open, sort, and distribute incoming mail; process outgoing mail and coordinate with USPS/UPS/FedEx as needed.
Maintain office supplies, printed materials, and equipment inventory.
Ensure clean, organized, and well-functioning office operations.

Gift Processing & Data Entry

Accurately enter and process donations, pledges, and payments in the donor database with a high level of accuracy.
Import online gifts and recurring gifts; match donors to existing records or create new constituent records where appropriate.
Process matching gifts, corporate gifts, and campaign-related contributions.
Ensure compliance with IRS, accounting, and internal gift acceptance policies when processing donations.

Data Integrity & Database Management

Maintain accurate and up to date donor records, including biographical, demographic, and contact information.
Conduct regular data cleanup and quality checks to ensure database reliability and consistency.
Generate donor reports, mailing lists, and campaign tracking reports as requested.
Support database coding, gift designations, and constituent segmentation to aid fundraising strategies.
Maintain confidentiality and adhere to data privacy standards at all times.

Acknowledgments & Stewardship Support

Produce accurate and timely acknowledgment letters for all gifts; ensure letters meet stewardship and audit requirements.
Add appropriate notes, actions, and documentation to donor records after gift processing or stewardship activities.
Coordinate with development staff to ensure donors receive appropriate recognition and follow up.

Appeals, Campaigns & Development Support

Assist with data preparation for direct mail, email appeals, parish fundraising materials, and annual appeals.
Support pledge tracking, reminder schedules, and redemption reporting for campaigns.
Prepare pledge reminders and review them with the appropriate gift officers for accuracy and completeness prior to sending, ensuring correct amounts, schedules, and donor information.
Provide back office support for major campaigns and parish-based fundraising programs.
Assist with event registration lists, tracking, and data entry for donor or parish events.

General Support

Proofread documents for accuracy and professionalism.
Maintain strict confidentiality in all donor, financial, and board-related matters.
Perform additional duties as assigned to support the mission and overall operations of the Foundation.

Performance Competencies:
Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
Strong written and verbal communication skills with professionalism and hospitality.
High proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with donor databases (e.g., Raiser's Edge) preferred.
Ability to work independently and in collaboration with a mission-driven team.
Experience working with a CRM platform.
Strong judgment, confidentiality, and discretion in handling sensitive information.
Comfortable working with diverse stakeholders, including board members, clergy, donors, and parish staff.
Welcoming, courteous, and service-oriented demeanor.
Professionalism aligned with Catholic values and mission

OTHER DUTIES:
As requested.

PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Employees are regularly required to talk or hear, in person and by telephone; use hands to finger, handle, feel or operate standard office equipment.
• Prolonged periods sitting at a desk and working on a computer.
• Employees are frequently required to walk and stand and lift and move items weighing 25 pounds or less.

A competitive salary will be offered to the successful candidate as well as a full-benefit package.

Qualified applicants should submit a resume and a letter of interest to:
Deacon Jeff Hirst at jhirst@diopitt.org.

Application materials must be received by March 27, 2026.

About the Employer

Building A Bridge To The Future.