Administrative Assistant -Database Associate

West Catholic High School

4501 Chestnut Street

Philadelphia, PA 19139

Position Summary

The Part-Time Database Associate is a member of the Institutional Advancement team responsible for maintaining the integrity, accuracy, and efficiency of West Catholic Preparatory High School's donor and constituent databases. This position supports fundraising, alumni relations, stewardship, and advancement operations by ensuring accurate gift processing, donor records, reporting, and data management.

The Database Associate plays a critical role in supporting the school's philanthropic efforts by providing timely and accurate information that enables effective donor cultivation, stewardship, and fundraising. The successful candidate is highly organized, detail-oriented, and committed to maintaining the highest standards of data integrity and confidentiality while embracing the mission and values of West Catholic Preparatory High School.

Schedule

● Part-time (15-25 hours per week)

● Flexible schedule with occasional additional hours during major fundraising campaigns, events, and fiscal year-end

Essential Responsibilities Database Management

● Maintain accurate and up-to-date donor, alumni, and constituent records in all databases used (Blackbaud Raiser's Edge, GiveCampus, Salesforce)

● Enter new constituent information and update existing records, including biographical information, relationships, and communication preferences.

● Perform regular database audits to identify and correct duplicate, incomplete, or inaccurate records.

● Maintain campaigns, funds, appeals, attributes, actions, and other database coding in accordance with established data standards.

● Ensure the integrity and confidentiality of all donor and constituent information.

Gift Processing & Donor Stewardship

● Process charitable contributions, pledges, recurring gifts, matching gifts, stock gifts, and in-kind donations accurately and in a timely manner.

● Prepare and distribute donor acknowledgment letters and tax receipts.

● Coordinate gift reconciliation with the Business Office to ensure accurate financial reporting.

● Assist with year-end giving statements and donor tax documentation.

● Support stewardship efforts by maintaining accurate donor recognition and giving history.

Reporting & Advancement Support

● Generate reports and mailing lists to support fundraising, alumni engagement, stewardship, and enrollment initiatives.

● Assist with donor analytics, campaign tracking, and fundraising dashboards.

● Prepare reports for the Director of Institutional Advancement, school leadership, and the Board of Directors as requested.

● Support direct mail campaigns through list preparation, data exports, and segmentation.

Advancement Operations

● Assist with event registration, attendance tracking, and post-event data entry.

● Support annual giving, capital campaigns, alumni engagement, and special fundraising initiatives through accurate data management.

● Collaborate with advancement staff to improve database processes and efficiencies.

● Perform other duties as assigned in support of the mission of West Catholic Preparatory High School.

Qualifications

● Associate's degree or Bachelor's degree preferred, or an equivalent combination of education and experience.

● Minimum of two years of experience in nonprofit database management, fundraising operations, or a related administrative role.

● Experience with Blackbaud Raiser's Edge required; Raiser's Edge NXT experience preferred.

● Strong understanding of gift processing, donor database management, and fundraising best practices.

● Proficiency with Microsoft Office, particularly Excel.

● Excellent organizational, analytical, and problem-solving skills.

● Strong attention to detail and commitment to accuracy.

● Ability to manage multiple priorities while meeting deadlines.

● Ability to maintain strict confidentiality and exercise sound judgment.

Preferred Qualifications

● Experience working in a nonprofit, educational institution, or faith-based organization.

● Experience supporting advancement, development, or alumni relations programs.

● Familiarity with Blackbaud or other advancement software.

● Experience preparing donor reports, mailing lists, and fundraising analytics.

● Knowledge of data governance and database best practices.

Interested candidates should submit a resume and cover letter describing their interest in the position and explaining how their professional and personal experiences would contribute to the mission and diverse community of West Catholic Preparatory High School.

Applications should be submitted to:

Mrs. Theresa Moyer, Director of Institutional Advancement

Application deadline: July 31, 2026

Interviews will be given to the most qualified applicants.

Successful candidates must complete all required Pennsylvania clearances and Archdiocese of Philadelphia Safe Environment requirements before employment begins.

PA required clearances and child abuse clearances and official transcripts will be required before employment can begin.

Interviews will be given to the most qualified applicants.

As a religious organization, the Archdiocese of Philadelphia is also bound by Canon Law and Catholic teachings. For this reason, there may be occasions when an employee’s failure to adhere to the truths of the Catholic faith are a factor in employment-related decisions. In the event an employee fails to adhere to, or takes a position publicly that is contrary to, Catholic doctrine and teachings, or any policy or procedure maintained by the Archdiocese, the employee may be subject to disciplinary action up to and including termination of employment.

Employment practices will not be influenced by an individual’s legally protected status or any other basis as may be required by local, state and/or federal law as those laws apply to the Archdiocese.

Any employee with questions or concerns about any type of discrimination in the workplace is encouraged to bring these issues to the attention of Human Resources. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment

Work Location: In person