Administrative Assistant and Data Specialist

Accountability:            Reports to Director of Stewardship and Development 

FLSA status:                Non-exempt

Hours:                          Full-time

Effective date:             July 15, 2019

Principal duties and responsibilities:

The Administrative Assistant and Data Specialist is an essential member of the Development team. Primary responsibilities are to serve as the administrator for all aspects of the donor database including, data input, lists, queries, exports, and special reports. Ensure that the database is an effective, accurate, and efficient tool for the Development Office as well as other offices in the Chancery and throughout the Diocese of Salina. Serve as a database subject matter expert for internal users. Provide general assistance to the development office as needed. 

The development office requires interdependent work among its staff. This individual must be able to work cooperatively with others in a friendly and supportive manner. The person in this position should display personal initiative, professionalism, and creativity. Must always exercise discretion and maintain confidentiality.

Job duties:

  • Record, in an accurate and timely manner, all gifts and pledges to the Diocese of Salina, issuing charitable receipts, and making sure that the appropriate person sends acknowledgement letters.
  • Create queries and reports as needed for data analysis. Provide regular reports on all appeals as needed. Supply the finance office with reports as needed, including the annual reports for the external auditors.
  • Prepare report for finance office to monthly reconcile gift entries with their accounting records.
  • Process online gifts to the Diocese of Salina. Investigate errors and exceptions, and prepare appropriate correspondence to resolve their issues, (i.e., expired cards, rejected transactions.)
  • Process monthly electronic pledge payments and recurring gifts, credit card as well as direct debits. Identify late and lapsed pledges for appropriate action.
  • Ensure pledge reminders are sent on a timely basis according to donor’s wishes.
  • Ensure tax statements for constituents are sent according to IRS regulations.
  • Prepare mailings including letters, envelopes, and attachments, as needed.
  • Load gift documentation and related donor information into the CRM and assure its accuracy.
  • Assure that parish data is collected and imported into database.
  • Troubleshoot and promptly resolve any errors and problems in donor records. This may include researching inconsistencies; resolving old, inaccurate, and duplicate records; updating donor addresses and contact information.
  • Train and support database users in other departments with constituent and related data entry. Act as first line of support for database issues and technical support.
  • Manage user permissions by determining processes needed for each job, while protecting sensitive information and database integrity, in collaboration with Chancery IT department.
  • Keep current with database updates through training resources offered by database vendor.
  • Ensure all database records are properly backed up and appropriate disaster recovery procedures are in place.
  • Develop and keep current a Procedures Manual for all database users in the Diocese of Salina.
  • Develop and implement document retention policy for the development office and assist in organizing, filing, and archiving of hard copy and electronic records.
  • Assist in the organization and implementation of events managed by the development department.
  • Interact with donors, clergy, parish staff, and constituents on the phone, electronically, and in person, as a representative of the development office.
  • Maintain confidentiality of all development office activities and donor information.
  • Perform other duties as assigned.

Qualifications:

Primary

  • Willingness and ability to support the mission of the Catholic Diocese of Salina by supporting the directives of the Bishop. Prefer candidate to be a practicing Catholic in good standing with the Church.

Experience

  • Minimum of 2 years of work-related experience with a CRM.
  • Experience with Blackbaud Raiser’s Edge or RE-NXT is preferred as well as familiarity with report and query functions of Raiser’s Edge or RE-NXT.
  • Experience with office technology including MS Office suite of products, printer, copier, postage and folding machine, and telephone.

Skills and abilities

  • Excellent organizational skills and the ability to work on multiple projects and set priorities to meet deadlines.
  • Attention to detail with a high degree of accuracy in data entry.
  • Critical thinking and analytical skills.
  • Ability to maintain high levels of confidentiality.
  • Ability to work independently.
  • Ability to work cooperatively with other members of the department and the Chancery.
  • Excellent written and verbal communication skills.
  • Willingness to work evenings and weekends, as needed.
  • Desire to serve others by creating opportunities for charitable giving.

Physical Requirements: Requires coordination and manual dexterity, normal mental and visual ability; ability to lift as required in a normal office environment.

To apply send cover letter and resume to Beth Shearer, CFRE, P.O. Box 980, Salina, KS 67402 or e-mail information to This email address is being protected from spambots. You need JavaScript enabled to view it.

Annual Gifts and Event Manager

Accountability:             Reports to Director of Stewardship and Development

FLSA Status:                 Exempt

Hours:                          Full-time

Effective date:             July 15, 2019

Principal duties and responsibilities:

This position is responsible for the overall success of the annual gift program of the Diocese of Salina. This will include building relationships with Catholics and other donors that lead to annual gift support for the diocese, its parishes, schools, and agencies. In addition, this person will carry primary responsibility for planning, executing, and evaluating events that lead to gift support and steward existing donors.

The manager directs and administers all aspects of annual giving to include direct mail, electronic giving, and individual solicitation. Works with the Director of Stewardship and Development to identify, cultivate, solicit, and retain donors who contribute at least $1,000 annually to the Diocese of Salina. The goal of this position is to increase the number of mid-level donors and the portion of the annual appeal generated from these gifts.

This person will be a key member of the stewardship and development team at the Diocese of Salina and will help to create an environment that builds a culture of philanthropy. The person in this position should display personal initiative, professionalism, and creativity. Must always exercise discretion and maintain confidentiality.

Job Duties:

  • Create and execute the Diocese of Salina’s annual fundraising plan, utilizing a comprehensive strategy to meet or exceed stated goals. Create and manage a multidimensional appeal schedule that utilizes a variety of mediums (i.e. electronic solicitation, direct mail appeals, and face-to-face solicitations) to educate and solicit potential and current donors.
  • Design, conduct, and evaluate annual giving appeals such as the Bishop’s Annual Appeal, the Seminarian Collection, #iGiveCatholic on Giving Tuesday, and other appeals to increase participation, attract new donors, retain and upgrade current donors, and produce increase in year-over-year revenue. Work with chancery communication office and outside vendors, as needed.
  • Write and/or direct the development of printed materials used to promote and solicit annual contributions, including solicitation letters, brochures, Register articles, email correspondence, and response devices.
  • Create and manage strategies to acquire new donors, renew LYBUNTS, and recapture SYBUNTS.
  • Manage a portfolio of donor prospects and track donor status. In consultation with the Director of Stewardship and Development, identify, cultivate, and solicit prospects with the capacity to give $1,000 to $4,999.
  • Create and manage an online giving program and email fundraising initiative.
  • Maintain web presence for annual gift activities, working with the communication office.
  • Insure proper donor recognition and stewardship. Launch and track a giving society, among other work in stewarding donors.
  • Work with key internal, cross-departmental partners and diocesan entities (parishes, schools, and ministries) to enhance engagement, solicitation, and stewardship efforts with selected donors.
  • Ensure the timely production of weekly and year-to-date reports on all appeal activity.
  • Organize, coordinate, promote, facilitate, and evaluate special events including the Seminarian Event. Solicit sponsors for events, as appropriate, and in coordination with other development staff. Maintain communication with volunteers, speakers, vendors, and participants; review and analyze guest lists; and prepare all publications, materials, and programs for events.
  • Work with the Director of Stewardship and Development, when needed, to create and coordinate donor events at private homes and small venues to increase awareness for Diocese of Salina giving opportunities or to recognize, cultivate, and thank lead and major donors.
  • Develop the annual budget for the annual appeal and quarterly monitor its activity. Explore new strategies to maximize donors and gifts.
  • Assist in grant writing.
  • Record all actions in CRM and utilize database to identify prospects and record proposals.
  • Maintain the confidentiality of all donor information and department activities.
  • Maintain current knowledge of best practices.
  • Perform other duties as assigned.

Qualifications needed:

Primary

  • Willingness and ability to support the mission of the Catholic Diocese of Salina by supporting the directives of the Bishop. Must be a practicing Catholic.
  • Bachelor’s degree or work equivalent required.
  • Desire to serve others by creating opportunities for charitable giving.

Experience

  • Minimum of two (2) years of experience in development or related field.
  • Demonstrated ability to solicit philanthropic support.
  • Experience in a nonprofit or corporate setting with successful event planning, preferred.
  • Demonstrated ability to lead, take initiative, and work collaboratively as a member of a team.
  • Proficiency with CRM and MS Office suite of products.
  • Experience with production management in working with designers, printers, web, and fulfillment vendors.

 Skills and abilities

  • Ability to maintain confidentiality.
  • Proven ability to build and maintain relationships with both internal and external constituencies.
  • Ability to facilitate open communications including listening skills.
  • Creative problem solver and strategic thinker.
  • Superior communication skills to express, verbally and in writing, the Diocese of Salina’s mission, vision and purpose with clarity, passion and persuasion.
  • Goal-oriented.
  • Excellent ability to set priorities, plan long-term, manage multiple projects simultaneously, and meet deadlines.
  • Attention to detail and the ability to work independently.
  • Willingness and ability to travel.
  • Willingness to work evenings and weekends, when required.

To apply send cover letter and resume to Beth Shearer, CFRE, P.O. Box 980, Salina, KS 67402 or e-mail information to This email address is being protected from spambots. You need JavaScript enabled to view it. 

Director of Human Resources - Salina

 

Position:  The Head of the Human Resources for the Salina Diocesan Chancery and parishes and schools throughout the Salina Diocese.

Accountability: Will report to the bishop and to the chancellor.

FLSA Status:  Exempt

Hours: Full Time

The Director of Human Resources assists the Bishop in the fulfillment of his ministry by helping to locate and retain an outstanding workforce of persons who understand, who are committed to, and who ably accomplish the works of the Church. This person works with diocesan officials, pastors, school principals, and agency directors to assure that employment practices are fully in compliance with the Church’s canon law and with civil law, and that they reflect best practices in the realm of human resources.

PRINCIPAL DUTIES AND RESPONSIBILITIES

Ensure that the personnel policies and practices of the Diocese comply with Catholic values and the Catholic mission of the Diocese.

Ensure that the personnel policies and practices of the Diocese and its parishes, schools, and agencies comply with applicable ecclesiastical (canon), federal, state, and local laws. 

Ensure that the personnel policies and practices of the Diocese are consistent with best practices for recruiting, selecting, orienting, forming, compensating, evaluating, and retaining an outstanding workforce that is committed to, and effective in accomplishing, the Catholic mission of the Diocese.

Maintain all diocesan job descriptions and salary ranges for each position.

Develop and implement (gaining promulgation of, if necessary) appropriate personnel handbooks, policies, practices, forms, supporting materials, and online resources. 

Assist pastors, school principals, and agency directors in a manner that respects the canonical rights and prerogatives of pastors and other administrators of juridic persons.

Provide information to assist diocesan officials, pastors, school principals, and agency directors in hiring.

--Provide a manual outlining sound hiring practice: formation of a hiring committee, application forms, recruitment of candidates, culling applicants, telephone interviews, questions for in-person interviews, scales, and other methods for evaluating the answers to interview questions, and other appropriate materials.

--On appropriate electronic sites and in appropriate publications, publicize job openings in the Diocese of Salina.

--Be available to serve as recipient for applications, letters, and resumes.

--Be available to recommend suitable applicants to be interviewed.

Serve as initial point of contact for pastors, school principals, and agency directors who face personnel issues.

Be available to provide guidance with the Diocese of a parish, school, or agency is considering separation of an employee. If separation is appropriate, ensure that it is accomplished in a lawful and respectful manner.

Examine compensation practices throughout the Diocese, making prudent recommendations to ensure consistency and fairness, in light of available resources and while maintaining a suitable degree of flexibility.

Assist the Office of Safety and Security to ensure that employees of the Diocese and its parishes, schools, and agencies receive background checks and safe-environment training, and that employees explicitly assent to applicable codes of pastoral conduct.

Provide information to assist diocesan department chairs with the process of conducting annual employee evaluations.

Remain current in the field of human resources. Maintain memberships in appropriate professional organizations. Attend annual meetings and educational sessions as agreed to with supervisor.

Conduct educational programs for pastors, principals, agency directors, and other administrators, at the diocesan, deanery, or local level.

Remain aware of current personnel issues and challenges faced by pastors, principals, and agency directors. Formulate and publicize sound practices to address those issues and challenges.

Present and guide appropriate Christian methods of resolving workplace conflict within the Diocese and within its parishes, schools, and agencies.

Coordinating immigration issues for all foreign born priests serving in the diocese and serve as a knowledgeable source regarding employer obligations in the realm of immigration law.

Serve as knowledgeable resource regarding work environments, ergonomics, and other issues of employee safety, welfare, health, morale, and satisfaction.

PRIEST /RETIREMENT PLAN (The Plan)

Responsible for the oversight of consulting relationships for the Plan.

Administers the Plan including processing plan participant’s information regarding retirement and disability information to benefits consultant and the bank.

Chairs the Clergy Health and Retirement Board to affect annual benefit level increases to retired and disabled priests.

Works with Clergy Health and Retirement Board to affect annual benefit level of health care expenses.

Provides annual data to outside consultant regarding fiscal year end via excel spreadsheet of status of retired, disabled, deferred and deceased priests to be utilized in consultant’s analysis of funding requirements for the Plan.

Works with Finance Office on annual plan audit.

Creates and provides to the Vicar for Clergy communication to all diocesan Priests regarding this Plan’s benefit levels on an annual basis.

LAY EMPLOYEE BENEFIT PLANS

Responsible for the oversight and management of the various third-party consulting relationships such as the Benefits Plan consultant, our billing and collecting and claims adjudication vendor and other associated vendors.

Administers benefits programs for full-time participants of the diocese; including group medical and dental care benefits, prescription drug plan, vision, life/accidental death and dismemberment insurance, short and long-term disability insurance, flexible benefit plan, and voluntary benefit plans.

Perform other tasks as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

Education: Bachelor’s degree with an emphasis in human resources/personnel or a closely related field. Master’s degree preferred. Some formation in ministry preferred.

Experience: Minimum five years of experience required. Must have sound judgment, commitment to safeguarding confidential information, strong interpersonal skills, and a desire to work collaboratively.

Require:

--Must have a valid driver’s license. Must be available to travel.  Must be available on evenings and weekends as needed.

--Must be a practicing Catholic in good standing with the Church.

--Some knowledge of legal and regulatory compliance issues.

--Strong knowledge of healthcare and pension program design and maintenance, including tax and legislative issues.

--Solid communication skill (oral and written) coupled with organizational and customer service skills.

--Ability to foster trust and respect of both employees and clergy.

Physical Demands:

--While performing duties, employee has to sit for long periods of time, use hands in repetitive motion tasks, and answer telephone calls.

--Travel is required.

--Employee is required to give presentations.

The above statements describe the general nature and level of work of the position. They are not an exhaustive list of all responsibilities, duties, and skills.

Please send resume and cover letter to Fr. Keith Weber, P.O. box 980, Salina, KS 67401 or e-mail information to This email address is being protected from spambots. You need JavaScript enabled to view it.

St. Xavier Catholic School - Junction City

We have the following positions available for the 2019-2020 school year:

Kindergarten
3rd Grade
5th/6th Grade

Coaching Positions:
MS/HS Boys Cross Country
HS Cheer
HS Boys and Girls Basketball
HS Track

If you are interested or know someone that may be interested, please
have them contact Shawn Augustine at (785) 238- 2841 or at
This email address is being protected from spambots. You need JavaScript enabled to view it. .