Home » Job Openings » Administrative Support Specialist

Job posting

Administrative Support Specialist



The Administrative Support Specialist serves as a primary point of contact and resource for both the Mission Advancement team, congregation, and donors, for various aspects of fundraising appeals, donor relations projects and events. This employee is responsible for the accurate allocation and recording of funds according to donor, grant, foundation, etc guidelines and performing duties in support of efficient operations of the department including: maintaining the donor database, communicating with donors, coordinating in the planning and execution of special events, and supervising volunteers (7-10) within the department including the Stewardship and Donor Recognition Coordinator.

Essential Duties and Responsibilities

  • Trains and manages department volunteers, including the Stewardship and Donor Recognition This includes the oversight to several giving and donor relations programs, including: Tree of Life, Foley Pavers, Adopt an Alpaca, Together in Mission.
  • Prioritizes volunteer projects and work.
  • Operates with a high level of autonomy and discretion to allocate and record donations according to donor.
  • Proactively communicates with donors on a daily basis by taking donations by phone, recording prayer intentions, and updating donor records on behalf of Mission Advancement.
  • Manages Guestbooks, Tribute lists from the donations, Blessed Sacrament Chapel lists from the prayer lists, and Elevator lists from the Times to Remember
  • Creates giving performance reports by appeal and other reports as needed.
  • Creates an office-wide filing system for the gift backup materials for auditing purposes.
  • Coordinates with the Advancement team in the planning and execution of special events, including the annual Saint Mother Theodore Guerin This involves initiating work orders, taking reservations, coordinating on-campus housing needs, setting up and registering attendees at the events, and recording the information in the donor database.
  • Writes and edits donor acknowledgement letters to best suite donors’ contributions.
  • Makes deposits to the Central Business office, and generates gift acknowledgment letters.
  • Initiates and creates the correspondence letters and cards, extracting data from the donor database, and recording the correspondence information in the donor database.
  • Provides support for the annual giving programs such as Adopt an Alpaca, GEM, Phonathon, direct mailing, and other initiatives by participating in the planning meeting, coordinating the recognition materials, and recording the correspondence information in the donor database.
  • Supports the marketing and communications efforts by coordinating the materials and shipment for the trade shows.
  • Reports programs during Mission Advancement staff meetings and prepares meeting notes for meetings involving event planning and appeal production.
  • Orders supplies and maintains inventory for the department.


  • Demonstrated excellent skills in Microsoft Office (word processing, mail merge, excel spreadsheets), Google (calendar, email, docs, sheets), data entry, and the ability to learn specialized donor database systems.
  • Understanding of logic, computers, and basic mathematical concepts.
  • Ability to work independently with strong decision-making skills is is required.
  • Not-for-profit experience is helpful.
  • Ability to learn new software systems and programs including the donor database, project managing system, and form creator system.
  • Ability to organize and manage diverse activities in order to meet required deadlines.
  • Ability to manage multiple tasks and prioritize tasks and prioritize tasks and assignments.


  • Associate degree and 3 years of previous experience in accounts receivable, accounts payable, bookkeeping, data entry, and/or administrative assistant
  • Critical writing skills which include research, planning, outlining, editing, revising, spelling and grammar, and attention to detail.
  • Excellent interpersonal skills and organizational skills are required.
  • Attention to detail is required.


  • The Advancement Services office is typically a busy place, with many deadlines to meet, and it is possible that the office will be noisy at times. Several staff members are provided a private office because of the need to hold confidential meetings and conversations with personnel and constituents. Other staff members are provided individual work cubicles. The cubicles, however, do not allow for total privacy; therefore, consideration of co-workers is necessary and the ability to maintain confidentiality is essential. The atmosphere in the office is somewhat casual, but employees are expected to maintain a sense of decorum even in this casual setting.


  • In support of the Land Ethic, all persons employed with the Sisters of Providence will reduce, reuse, recycle, and conserve
  • This job description is not intended to be all-inclusive. The staff member may be required to perform other work-related tasks as assigned or requested by the supervisor or management. The job description is simply a communication tool and is subject to change as the needs This document is not intended to imply a written or implied contract of employment.


To apply for this position

You may apply via online application or send resume and cover letter to hr@spsmw.org. If mailing your application, send to Sisters of Providence, Attn: HR Department, 1 Sisters of Providence, Saint Mary-of-the-Woods, IN 47876. You may be asked to complete additional application materials if you are called for an interview. All persons hired for positions with the Sisters of Providence are asked to complete an application.

See all job postings.

Share this:

Stay connected

Our enewsletters and publications will keep you up to date with the best content from the Sisters of Providence.