Philanthropy Administrative Assistant

Trinity Health•Pittsburgh, PA

2d•Onsite

About The Position

Pittsburgh Mercy is seeking an organized, technology-savvy, relationship-focused professional to provide administrative, operational, and programmatic support to the Executive Director of McAuley Ministries and the VP of Development for Pittsburgh Mercy. The role supports a collaborative team of fundraising and grantmaking professionals and works with donors, grantees, community partners, trustees, and colleagues. The position is based at two Pittsburgh locations: the Convent of Mercy on Carlow University’s campus and Pittsburgh Mercy’s headquarters. The Philanthropy Administrative Assistant provides day-to-day office and executive support, manages data and grantmaking processes, coordinates meetings and events, and serves as a primary point of contact for inquiries. The position is in office Monday through Friday during standard business hours, with occasional early mornings, evenings, or weekends. It is non-exempt/hourly.

Requirements

Bachelor’s degree in business, health care, or a related field, or a high school diploma or equivalent.
At least 2 years of experience in data administration and/or nonprofit fundraising.
Knowledge of office management principles and office procedures.
Personal and professional values consistent with those of Pittsburgh Mercy, Trinity Health, and its sponsors.
Strong working knowledge of Microsoft Office 365.
Ability to further develop skills in relevant software applications when necessary.
Valid driver’s license and use of a vehicle for work.
ACT 33/34 and FBI clearances.
Pre-employment drug screening.

Nice To Haves

Experience with Blackbaud Donor Pro, Constant Contact CRM, Foundant Grantmaking, legal contract management systems such as iCertis, and Accounts Payable systems such as PeopleSoft.

Responsibilities

Provide day-to-day administrative support, including calendar management, appointment scheduling, meeting coordination, and local travel arrangements.
Oversee administration and ongoing support of the organization's grantmaking AI Assistant, Irene.
Draft, edit, format, and prepare correspondence, presentations, spreadsheets, reports, and other business documents.
Coordinate logistics for foundation and corporate meetings, site visits, and special events, including hospitality, catering, audiovisual, venue, and related requirements.
Attend board, committee, team, and site visit meetings; prepare minutes, document discussions, and track action items through completion.
Administer the Board portal, provide technical support to the Executive Director, and train and assist Board members.
Coordinate office operations, including vendor and host-organization relationships, procurement, inventory management, and facility maintenance requests.
Support the Grant Manager by coordinating grant requirement reminders, processing grant payments, and performing administrative activities for the grantmaking process.
Manage donor and grantmaking databases, ensuring accurate data entry and adherence to philanthropic coding policies.
Serve as a friendly first point of contact for inquiries in person, by phone, mail, and virtual platforms.