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Overview

Development Associate
Abbey of our Lady of New Clairvaux
Vina, CA

Wage Range: $19.50 – $22.00 Hour, DOE

Position Type / Expected Hours of Work
This hourly, full time position may require a flexible work schedule. Hours of work are Monday through Friday, 8:30 a.m. to 5:00 p.m. with a 30-minute lunch and two 15-minute breaks during the day.

Summary / Objective
This position provides strategic administrative support to the department’s current and future
fundraising activities and initiatives including donor and public relations, direct and electronic
mail appeals, capital campaign, special events and social media. Its primary duties are
responsibility for donor database management, donor relations, communications,
administration, research and tours. A defined relationship with the finance department for gift
deposits occurs daily, accounted for monthly and reported annually.
Responsibilities for this position demonstrate the capacity to:
1. Organize and complete multiple projects simultaneously and on time
2. Pay attention to detail
3. Embrace monastic values and mission and department goals
4. Prioritize projects to meet deadlines
Donor relationships are paramount. They underpin the monastery’s vision and mission. The
array of multiple donor support services delivered insure good stewardship, never taking it for
granted and always being accountable.

Essential Job Functions
Donor Data Entry and Maintenance 30%
• Enters all donor data from checks, correspondence, and online transactions into donor
database on a daily basis and maintains accurate hard copy and electronic files.
• Monitors and prepares an array of detailed donor reports for director and field staff.
• Updates donor contact information to ensure accuracy.
• Reconciles department’s gifts with Finance on a monthly basis.
• Creates acknowledgments, receipts, and notifications for donors and prospects.
• Increases knowledge base of donor management system through available resources.
• Sends out all thank you letters within 48 hours and annual tax receipts.

Donor Relations and Communications 30%
• Provides donor resource support for director while out of the office including various
reports and correspondence, especially related to the Capital Campaign.
• Responds to donor inquiries in a prompt and courteous manner.
• Administers the department’s master calendar for print, email, social media.
• Assist with creating and implementing social media plan.
• Assist with website development and maintenance.
• Preserves donor confidentially and ensures compliance with related policies.
• Creates and maintains an office filing system, including annually archiving documents.
• Interact professionally with donors, guests, advisory board, staff, docents, and tour
groups.
• Assist with coordinating events such as luncheons.
• Demonstrates good judgment.

Administration and Research 30%
• Handles the Abbey’s message center; answers the phone and distributes messages, as
needed.
• Maintain inventory of supplies.
• Provides Capital Campaign fundraising reports and correspondence, including pledge
and gift income tracking and accountability records.
• Identify, create and monitor giving reports to determine the patterns and trends for
monthly, major and annual fund giving.
• Monitor contact and create internal giving reports for potential new prospects for major
and annual fund giving.
• When directed, prepare donor-briefing profiles for scheduled donor visits.

Visitors / Abbey Tours 10%
• Maintain the Ovila Room and church resources.
• Maintain the Donor Digital Display, including annual stewardship updates.
• Coordinate and schedule Abbey tours with docents.
• Assist docents with volunteering activities and events.
• Create a recruitment and training schedule for new docents.
• Accountability for tour donations and docent volunteer time tracking.
• Provide tours as needed.

Qualifications
• Education: B.A. preferred or equivalent experience.
• Three to five years of administrative experience – Non-Profit, faith-based a plus.

Other Duties as Assigned

Track record and working knowledge of databases and/or sales management platforms
(CRM), MS Office Suite, Google Platform (Drive, Calendar, Mail), Donor Perfect and
Adobe InDesign a plus.
• Research Experience, Problem Solving/Analysis.
• Experience in data mining.
• Good verbal and written communication skills.
• Self-starter, working and making sound decisions independently and as team member.
• Demonstrated excellence in organizational ability to complete multiple tasks
simultaneously, attend to detail and prioritize projects to meet deadlines.
• Proficient in building strong relationships, demonstrating initiative and taking
responsibility.
• Ability to work with minimal supervision.
• Collaborative, dependable and resourceful.

Competencies
1. Respects and embodies the values of monastic community.
2. Possess critical thinking skills, be detail oriented and demonstrate research capacity interest.
3. Demonstrates professional conduct.
4. Maintain confidentiality at all times.
5. Ability to communicate effectively with others, initiate and follow-up with conversations.

Supervisory Responsibility
This position has no supervisory responsibilities.

Work Environment
This position requires some local travel and knowledge of printers, computers and scanners.

Physical Demands
The physical demands described here are representative of those that must be met by an
employee to perform successfully the essential functions of this job.
While performing the duties of this job, the employee is regularly required to listen and
communicate.

Deadline to Apply: Open Until Filled

To Apply: Submit a completed standard application, cover letter and resume and email to employer at chgalvis@newclairvaux.org

Minimum Education and Experience

Education Required: None