Gift Processing Assistant

Contract Type - 12 month, hourly
Salary - $31.00 - $36.00 per hour, DOE

Bishop O’Dowd Mission/Charism

Mission: Bishop O’Dowd High School is a Catholic college-preparatory community, guided by the teachings of Jesus Christ, that educates its diverse student body to build a more just, joyful and sustainable world.

Charism:

Finding God In All Things Calls Us to:

Community in Diversity,

Strength of Character,

Academic Excellence,

Kinship With Creation,

Social Justice,

Joy

Gift Processing Assistant Job Summary

The Gift Processing Assistant is a vital member of the school’s fundraising team. This position is ideal for someone who is highly organized, detail-oriented, and interested in learning how fundraising data and donor systems support a mission-driven organization.

The Gift Processing Assistant supports the accurate and timely processing of charitable gifts, donor acknowledgments, and database records, and works closely with colleagues in Development and the Business Office. Success in this role requires strong administrative skills, a commitment to accuracy and confidentiality, critical thinking and a willingness to learn database systems and fundraising best practices. Training will be provided.

The Gift Processing Assistant reports to the Associate Director, Database Services.

Gift Processing Assistant Key Responsibilities

Gift Processing & Acknowledgments

• Process incoming donations accurately and promptly, including entering gifts into the donor database and preparing/mailing acknowledgment letters, receipts, and related correspondence.

• Maintain organized electronic and paper records related to gifts, pledges, matching gifts, and donor communications.

• Assist with sympathy cards, tribute gifts, and matching gift documentation.

• Outreach to donors regarding gifts and pledges

Database & Record Management

• Create and update constituent records, including biographical and contact information.

• Perform routine data maintenance and cleanup projects to ensure accuracy and consistency.

• Research and update records based on returned mail, email bounce-backs, or updated contact information.

• Support the setup and maintenance of student family and related constituent records.

Reporting & Administrative Support

• Run basic queries and reports related to gift entry, acknowledgments, and donor communications.

• Assist with pledge reminders and follow-up communications.

• Help prepare mailing lists, name tags, and reports for events and communications.

Collaboration & Reconciliation

• Work with the Business Office to support monthly gift reconciliation and financial reporting under the guidance of the Associate Director, Database Services.

• Assist with documentation requests for audits and internal reviews.

Professional Growth & Team Support

• Learn and follow established data entry standards and confidentiality practices.

• Assist with documenting procedures and improving workflows.

• Participate in training on the donor database and other gift processing tools and provide basic assistance to colleagues as skills develop.

• Attend occasional evening or weekend Development or school events as needed.

Mission & Community

• Develop a working understanding of the school’s academic program, campus culture, and community.

• Demonstrate respect for and support of the school’s mission, values, and Catholic identity.

• Perform other related duties as assigned.

Gift Processing Assistant Qualifications & Skills

Required

• Administrative, data entry, customer service, or office support experience

• Strong attention to detail and commitment to accuracy

• Excellent organizational and time-management skills

• Clear and professional written and verbal communication skills

• Ability to handle sensitive information with discretion and confidentiality

• Comfort working with computers, databases, and standard office software

• Willingness to learn new systems and processes

• AA degree

Preferred (but not required)

• Experience working in a nonprofit, school, or mission-driven organization

• Familiarity with databases, CRMs, or fundraising software (e.g., Raiser’s Edge)

• Interest in fundraising, advancement, or data-driven work

• College degree

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification.  They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Additionally, all personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Applications will be reviewed on a rolling basis. Please submit your cover letter, resume, references, and salary requirements through our online recruitment portal at Gift Processing Assistant

Pre-employment background screening is required for all positions. For more information on Bishop O’Dowd High School, please see our website at: http://bishopodowd.org.

Bishop O’Dowd High School is an equal-opportunity employer and does not discriminate in its employment policies and procedures. It follows the Diocese of Oakland's policies prohibiting illegal harassment, retaliation, or discrimination. However, as a Roman Catholic high school with a stated mission, goals, and objectives that clearly reflect the teachings and educational philosophy of the Diocese of Oakland, Bishop O’Dowd High School reserves the right to require all current and prospective employees to commit to carrying out their duties and responsibilities in a manner that clearly and unconditionally demonstrates support of and respect for the school’s mission and Catholic identity. Persons who in good conscience are unable to agree to this commitment should not seek or accept employment at Bishop O’Dowd High School. As a faith-based institution, we reserve the right to use religion as a criterion in hiring decisions, as permitted by law, as it relates to performing essential job duties.