Marmion Abbey and Academy seeks an Advancement Administrative Assistant

Marmion Abbey and Academy seeks an Advancement Administrative Assistant


The Advancement Assistant plays an important role by serving as the front-line ambassador for the Advancement Office and assistant to the Executive Director of Advancement. 


The Advancement Assistant will demonstrate professionalism and confidentiality in all aspects of work.  They will have the poise and professionalism to work with a broad range of school leaders and parents and be hospitable to those entering the advancement office.  Additionally, they will be detail oriented; have superior organizational and proofreading skills; present excellent verbal and written skills; exhibit initiative; work independently and as part of a team.  Ideally, the candidate will be someone with an appreciation of the Catholic faith and be committed to the mission of Marmion Abbey and Academy. 


The Advancement Administrative Assistant reports to the Executive Director of Advancement.

Primary Responsibilities include:

o    Administrative support to the Executive Director of Advancement

o    Management of Advancement Database

    Receive and log all Advancement donations

    Prepare weekly Giving Detail, monthly Month End and fiscal year Annual Report summaries and distribute to Executive Director of Advancement, Finance Office and others as directed

    Receive and log Advancement Event online attendance registrations (i.e. Oktoberfest and Salute to Youth)

    Pull and save online and credit card activity

    Research and record Matching Gifts 

    Provide Access reports on Constituents, Appeals and Events as needed

    Manage Pledges (Notify Finance Office of new pledges; provide monthly reports)

-    Send monthly pledge payment reminders

    On-going reconciliation with Finance team

o    Generate Gift acknowledgements/Tax Statements for all Advancement donations

    Create acknowledgments for all regular donations

    Produce AMS Member preview letters in December and Fiscal Year Statements in January

    Prepare annual Cadet Cash rebate donation acknowledgments in January

    Provide Memorial Notifications and Donation Summaries on request

o    Manage Development Database and help implement enhancements

o    Assist with Advancement/Alumni/Abbey communications, invitations and Event preparations

o    Assist with pulling mailing lists and the coordination of various annual mailings

o    Handle database maintenance: make updates to database records/addresses and review obituaries

o    Review/proofread Advancement publications for accuracy 

o    Support all Advancement Staff; Answer phones; Welcome visitors 

o    Gain knowledge and understanding of Advancement Assistant job duties to serve as a back-up for certain tasks when necessary  

o    Alumni Association Bookkeeping

    Receive and log all Alumni Registrations for Steak Fry/Lobster Boil, Reunion, Cadet Classic Golf Outing and provide status reports as requested

    Receive, record in Event database and issue Big Ticket orders; reconcile finances and provide status and Event Day reports 

    Receive and prepare deposits for Christmas Craft Show crafter/vendor registrations

    Prepare timely Alumni Deposit slips; reconcile with Finance office

o    Cadet Cash Coordinator

    Place weekly orders and fill upon delivery

    Correspond with parents/registrants regularly; answer questions, handle issues

    Provide quarterly Rebate Reports to Finance Office

    Order and pick up In-Stock Inventory from Woodman’s and Prisco’s


Additional Responsibilities:

Represent the Academy and the Abbey at various functions and public gatherings as requested to include, but not limited to: Salute to Youth, Oktoberfest, Abbot Marmion Society Dinner, Open Houses, Donor receptions, Alumni Events and other Academy and Abbey functions per the discretion of the Executive Director of Advancement. 


Job Knowledge, Skills and Abilities

    Proficiency in Microsoft Outlook, Word, and Excel required

    Experience with PC and Mac applications

    Proficiency using databases, creating queries and running reports. Knowledge of Access software or query-based software a significant advantage

    Accounting and Bookkeeping experience a plus

    Excellent verbal and written communication skills

    Must pay great attention to detail in composing, typing, proofing reading materials, establishing priorities and meeting deadlines 

    Must be organized and have the ability to work with independence 

    Must have knowledge of secretarial, office administrative procedures, and the ability to operate standard office equipment 

    Must have ability to maintain absolute confidentiality and professionalism

    Advanced analytical ability and critical thinking skills are required for database responsibilities and for troubleshooting 

    Eager to collaborate with the advancement team

    Ability to juggle multiple priorities and are comfortable frequently switching gears to adapt to team priorities.

Qualifications: 

    Associates or Bachelors' degree preferred

    Accounting and bookkeeping background a plus

    3-5 years’ experience in fast-paced administrative assistant role

    Experience working in a non-profit environment advantageous 

    Customer service principles and practices


This is a twelve-month, salaried position, Monday through Friday, 7:30 a.m. - 4:00 p.m. and requires flexibility to work some evenings and weekends based on department priorities. While this list is not all-inclusive, examples of events that require your attendance and would fall out of the typical work hour include: Cadet Classic Golf Outing, Oktoberfest, Abbot Marmion Society, Open Houses, Donor and Trustee Receptions/Functions, Salute to Youth, Steak Fry Lobster Boil, Alumni Reunions and the Holiday Craft Show.


Additional Info

Education Level : Bachelors Degree

Experience Level : Mid to Senior Level

Job Function : Customer Service

Company/ Organization Name : Marmion Abbey and Academy

How to Apply : khausmann@marmion.org

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