Administrative Assistant

Diocese of Austin•Austin, TX

About The Position

The Administrative Assistant coordinates administrative functions for the Stewardship and Development Office and the Catholic Foundation – Diocese of Austin, working directly with professional staff. The position reports to the Associate Director of Planned Giving and operates with some latitude to use independent judgment and initiative. The role provides administrative and operational support primarily to the Catholic Foundation, as well as to the Office of Stewardship and Development, the Catholic Services Appeal, and the Bishop’s Office in relation to donor activities. As a ministry position, the employee is expected to support the philosophy of Catholic ministry and the mission of the Diocese of Austin, model Catholic Church teachings, and participate in religious ceremonies, training, and reflection activities as directed. The role involves donor communications and records, event and meeting coordination, database and reporting work, Foundation and fundraising administration, and related operational support.

Requirements

High school diploma or GED acceptable to the Texas Education Agency.
Two years of full-time wage-earning experience in administrative support.
Proficient English conversational, reading, and writing skills.
Must be a practicing Roman Catholic in good standing.
Valid Texas driver’s license.
Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout employment.
Knowledge of the structure, mission, and basic teachings of the Roman Catholic Church.
Working knowledge of stewardship, fundraising, donor relations, and development practices, including gift processing, planned giving, and endowments.
Working knowledge of CRM systems, donor databases, or comparable relational databases, including data entry, record maintenance, reporting, and data accuracy.
Ability to learn and effectively use the Diocese of Austin’s database and related systems.
Strong computer skills, including proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook, and related database and reporting tools.
Knowledge of general accounting practices and financial terminology, with the ability to assist in processing financial records and documentation.
Ability to prepare accurate reports, maintain organized records, and identify and resolve discrepancies in donor and financial information.
Excellent written communication skills, including preparing clear, professional, and accurate correspondence, meeting minutes, and other materials.
Strong organizational skills, attention to detail, and ability to manage multiple responsibilities, establish priorities, and meet deadlines.
Ability to provide excellent customer service and work effectively with clergy, diocesan staff, Foundation Board and Committee members, donors, volunteers, and parish personnel.
Ability to maintain strict confidentiality and exercise sound judgment when handling donor, financial, and other sensitive information.
Ability to work independently, follow established procedures, and collaborate effectively with team members.

Nice To Haves

Familiarity with Canva or similar design tools, website content management, and electronic communication platforms.

Responsibilities

Support and uphold the philosophy of Catholic ministry and the mission of the Diocese of Austin in professional and personal life.
Model the teachings of the Catholic Church as a witness to Gospel values.
Participate in religious ceremonies, training sessions, and reflection activities as directed.
Provide administrative and operational support to the Catholic Foundation – Diocese of Austin, the Office of Stewardship and Development, the Catholic Services Appeal, and the Bishop’s Office as it relates to donor activities.
Prepare and coordinate donor correspondence, acknowledgment letters, invitations, newsletters, mailings, electronic communications, and other stewardship and fundraising materials.
Coordinate meetings, donor events, luncheons, training sessions, and other activities, including scheduling, registration, logistics, agendas, presentations, meeting materials, and minutes.
Coordinate with outside vendors, printers, and mail houses for fundraising campaigns, events, publications, and donor communications.
Use and maintain the diocesan database by entering and updating donor information, giving history, household records, and other constituent information.
Generate donor reports, mailing lists, giving histories, and other database reports.
Maintain organized and confidential donor, campaign, and Foundation records, including endowment agreements, applications, and supporting documentation.
Provide administrative support for Catholic Foundation operations, endowment administration, fundraising campaigns, and other stewardship and development initiatives.
Assist with gift processing, deposit documentation, financial reporting, and budget tracking in coordination with appropriate staff.
Assist with preparing and maintaining materials, reports, and records for the Catholic Foundation Board and its committees.
Assist with updating departmental and campaign webpages, social media content, and promotional materials using approved design tools and diocesan branding standards, in coordination with the Communications Office.
Coordinate staff travel arrangements, provide backup reception support, and perform other administrative duties as assigned.