Development Department Administrative Assistant (Hourly, Part-Time)

About Heritage Christian Academy

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 schools 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.

Primary 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

Work Schedule

• Typical schedule: approximately 1520 hours per week
• Peak fundraising periods: up to 2530 hours per week
• Hours are scheduled based on workload needs

• 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