Development Department Administrative Assistant (Hourly, Part-Time)

Heritage Christian Academy•Olathe, KS

17h

About The Position

Heritage Christian Academy is a Christ-centered, college preparatory school serving students from preschool through 12th grade. HCA partners with Christian families to provide an education marked by academic excellence, biblical worldview integration, and strong Christian character. Position Description Heritage Christian Academy (HCA) is seeking a detail-oriented and collaborative Administrative Assistant to provide hourly, part-time support for the school’s fundraising and development activities. This role supports the execution of campaigns, events, reporting, and coordination work that enables effective donor engagement and fundraising outcomes. All work is completed under the direction of the Development Director. This position does not supervise staff or lead programs. Estimated Hours: 15-20 hours per week during the school year, with occasional extended hours during peak fundraising seasons, including during the gala. Summer hours to be determined. Reporting Relationship Reports to: Development Director Works collaboratively with: Finance, Operations, Admissions, and Communications staff.

Requirements

Prior experience in nonprofit administrative support, or a comparable administrative assistant role
Strong organizational skills and attention to detail
Proficiency in Microsoft Word, Excel and PowerPoint
Comfort working with databases, spreadsheets, and reports
Ability to manage multiple priorities and deadlines
Collaborative working style and strong follow-through
High level of integrity and discretion

Responsibilities

Donor & Volunteer Operations Assist with fundraising campaigns and development initiatives
Assist with donor reporting, tracking gifts, preparing tax letters, and acknowledgement letters
Assist with volunteer platform, reporting, and tracking
Assist with development calendars, timelines, and task tracking
Assist with preparation for meetings, campaigns, and events
Assist with follow-up activities to support timely completion of development tasks
Assist with preparation of materials and summaries for internal use
Donor Information & Reporting Assist with maintaining donor, prospect, and constituent engagement records and contact information
Assist with receiving, and tracking gifts in the CRM platform
Assist with logging and maintaining donor records in the CRM platform in coordination with the Student Accounts Coordinator
Prepare tax letters and donor acknowledgments for the Development Director
Prepare donor lists, giving summaries, participation reports, and other reports
Assist with compiling data to support fundraising analysis and planning
Assist with coordinating information flow between Development and Finance to support accurate reporting
Communication Distribution Lists Maintain and update development-related communication distribution lists
Prepare segmented lists for targeted outreach related to campaigns and events
Assist with coordination of list preparation with Communications and Admissions staff as appropriate
Support ongoing data hygiene and accuracy across lists and reports
Event & Campaign Support Assist with logistics for fundraising events, including registrations, materials, schedules, and timelines
Assist with internal event-related communications and outreach
Assist with post-event tracking and reporting
Provide additional support during peak fundraising periods, including gala season
Administrative & Cross-Functional Support Asist with maintaining organized documentation related to development activities
Assist the Development Director in identifying and refining development processes and workflows to improve departmental outcomes
Handle confidential information with professionalism and discretion