Advancement Associate Jobs (NOW HIRING)

A Learning Community

Notre Dame High School, San Jose is the center for women’s leadership in Silicon Valley and has provided an exceptional Catholic college preparatory education for young women since 1851.  The school's mission is guided by the teachings of Saint Julie Billiart, the foundress of the Sisters of Notre Dame de Namur, with a strong focus on social justice to create lifelong learners, spiritual seekers, justice advocates and community leaders.  Our mission, summarized by the words of Saint Julie Billiart, is to “teach them what they need to know for life.”

This position

This person is a vital member of the Advancement team charged with the successful and efficient operation of key Development department functions: donor database management, prospect research, pipeline development, segmentation and assignments, and analytics. The position will work closely with both the events and fundraising teams as a partner in helping to achieve the department’s goals. This position will also work closely with the Finance department under the supervision of the Executive Director of Advancement, and collaborate closely with the Advancement Associate. 

Responsibilities:

Database Giving Operations

This role oversees constituents’ giving information and ensures the integrity of the department’s financial data by

• Managing the data entry and processing of all pledges, gifts, and contributions for all fundraising activities coming from multiple sources, including checks, credit cards, stocks/wire transfer, corporate giving, and matching gifts. 
  • Manage corporate giving and matching gift portals and ensure that gifts from direct and third-party aggregators (i.e., Benevity and YourCause) are entered into LGL, tracked, acknowledged, and reported accurately 
  • Ensure all backup/ancillary materials are scanned and linked to appropriate records 
• Maintaining the systems for pledge management by tracking fulfillment. This includes generating pledge reminders, pledge-aging, and cash flow reports.
• Working with the Executive Director of Advancement to create campaigns, funds, and appeals aligned with current advancement goals.
  • Develop, test, and activate forms and payment links for digital appeals
  • Administer all online giving programs, third-party online fundraisers, and peer-to-peer giving campaigns
• Providing standing and ad hoc requests for fundraising performance of Advancement activities to be proactive, accurate, and timely. Reports include, but are not limited to annual reports, annual tax statements, and board reports.
• Collaborating with the Advancement Associate 
  • Oversee the batches submitted by the Advancement Associate 
  • Support the Advancement Associate with reports as needed
• Performing other duties as assigned

Prospect Research, Pipeline Development & Analytics

This role supports an integrated, donor-centered development and stewardship program to strengthen relationships and deepen financial support for NDSJ by 

• Managing the gift acknowledgment process for all donors, ensuring that each donor is recognized in a thoughtful, personalized, and timely manner commensurate with their gift level and frequency. 
• Working closely with the Executive Director of Advancement to build cultivation, solicitation, and stewardship strategies utilizing wealth screening like DonorSearch and other prospect research tools to support campaigns. This person will design, implement, and maintain the moves management strategy for fundraising. 
• Developing custom dashboards, reports, metrics, queries, and strategies to monitor and measure overall performance and trends for all advancement programs and initiatives to support the Executive Director and Advancement Office with analysis of program and campaign results. This includes tracking progress with fiscal year revenue targets and overseeing the creation of custom revenue reports. 
• Collaborating with the Advancement Associate to ensure event registration forms and attendance reports support the donor pipeline for event supporters. 

Liaison with the Finance Department 

This role serves as the liaison between the Finance and Advancement teams by 

• Preparing and submitting daily gift batch reports to the Finance team 
• Managing the fulfillment of donor pledges and reporting on pledge payments, adjustments, and write-offs. 
• Provide monthly and quarterly reports for reconciliation. 
• Provide data, reports, and requested documentation for the annual audit.

Minimum Qualifications 

Education or work experience 

• Bachelor’s degree or equivalent work experience 
• Experience with CRM systems or donor software such as Little Green Light 
• Strong technology skills and computer literacy, including knowledge of LGL or equivalent development CRM systems 
• Proficiency in Microsoft Office and Google Suite apps 

Critical Thinking, Project Management, and Environment 

• Must possess outstanding critical thinking skills as well as the ability to analyze and interpret complex business and financial data and philanthropic information. 
• Ability to learn and willingness to apply new strategies 
• Excellent organizational skills with a meticulous attention to detail, with a commitment to accuracy and to meeting deadlines; respectful that the CRM database work is interdependent within the advancement team. 
• Must have the ability to multitask and meet strict deadlines. Must have a demonstrated ability to work independently and as a selfstarter in a collaborative, teamoriented environment. 
• Must have the ability to organize complex materials, manage more than one project at a time, adapt to changing priorities, maintain sensitive and confidential information, and communicate comfortably in an academic setting. 
• Flexible with a high tolerance for change in a fast-paced environment
• Ability to work weekends and evenings as necessary 

Interpersonal 

• Firm commitment to customer service and stewardship. 
• Excellent written and oral communication and interpersonal skills with the ability to interact with diverse groups of people. 
• Demonstrated ability to communicate effectively, motivate and work well with donors, alum, faculty, staff, Board of Directors, and others while developing and maintaining positive and productive relationships. 
• Must work congenially with staff, administration, faculty, volunteers, and others. 

Responsibility, Integrity, and Commitment 

• Highly ethical standards and ability to handle confidential information and situations with discretion and tact. 
• High degree of integrity, ethics, and passionate commitment to the mission of Notre Dame High School.

Preferred Qualifications:

• Experience with Little Greenlight CRM or equivalent CRM/donor databases 
• Excellent organizational experience with the ability to anticipate tasks, set priorities, meet deadlines, and function smoothly under pressure with shifting and often competing priorities simultaneously. 
• Experience reasoning, analyzing, prioritizing, conceptualizing, making judgments, and creating solutions.
• Strategic applications of donor databases for institutional growth. 

Terms of Employment:

• 2026 - 27 academic year
• Annual renewable contract
• Competitive compensation package
• Full-Time position