Database and Grants Specialist

Position Summary:

The Database and Grants Specialist is responsible for managing the school’s donor database, including creating mailing lists, updating records, and processing gifts. Additional responsibilities include managing the grant calendar, writing grant proposals and grant reports.

Duties and Responsibilities: Managing database (50% of time)

·    Manage database for development activities, process all gifts, keep all records accurate and maintain current documentation and implementation of database policies and procedures.

·    Manage and implement donor acknowledgement process to ensure timely recording, appropriate recognition and documentation of gifts.

·    Coordinate with Finance Department on reconciling revenue between Development and Finance Department. 

·   Run database queries and reports for mailings, annual report, and staff meetings.

·    Provide database-related support for donor prospect research.

Grants (40% of time)

·    Maintain electronic records and track pending, awarded and denied grant proposals as well as report due dates.

·    Work with faculty to gather information necessary to write grant proposals and reports to corporate and foundation funders on current grant programs.

·    Write grant proposals and grant reports two weeks before deadlines. Work with other development team members for assistance.

·    Conduct prospect research on foundations and corporations including building relationships with program officers when appropriate.

Development Support (10% of time)

·    Provide support to the Development Team as needed

·    Build relationships with donors and volunteers

·    Attend development team meetings

·    Attend staff wide and school wide meetings and functions


·    Bachelor’s degree or equivalent experience

·    Experience in data base entry and running reports and queries in a data base software such as Sales Force, Donor Perfect, or Raiser’s Edge

·    Excellent attention to detail and enjoys data input

·    Excellent writer who enjoys technical writing

·    Experience writing and submitting grants a plus

·    A track-record of meeting deadlines and ability to prioritize projects in a fast-paced environment

·    Ability to establish and maintain effective working relationships with diverse          personalities

·    High energy; self motivated. Enjoys fund raising and meeting people

·    Sense of humor and ability to work in an enterprising environment

·    Passion for children and education

·    Ability to speak Spanish a plus

·    Willingness to work evenings and weekends as needed

·    Safe driving record; current vehicle insurance; ability to use personal vehicle for Nativity School business

·    Must be able to pass a criminal background check

Working Conditions:

Work is performed in an office environment and involves constant use of a computer. Work also includes frequent use of the phone to communicate with current and potential donors. This position will drive to perform work with donors in the community and may require occasional weekend and evening events as well as out-of-town travel.


This is a full-time position and comes with health, dental, and vision benefits, long and short-term disability, and life insurance. Retirement match begins after 12 months of employment. Competitive salary DOE.  For the right candidate, there could be some flexibility in hours worked, i.e., less than full time. Benefits include three weeks paid vacation, 8 sick days, and all nationally recognized holidays. 

How to apply:

Send your cover letter and resume to by October 13, 2017. No phone calls or walk-ins please.  


Operations Assistant

Position Summary: The Operations Assistant reports directly to the Business Manager and works tirelessly to keep the school functioning. Candidates need to be detailed oriented, able to manage spreadsheets well, trustworthy, able to get along with many different personalities and support several departments. The list of duties below is extensive, but not exhaustive. Driver’s license required, Food Handlers card preferred.

Student Supervision

  • Morning Supervision- oversee student arrival and breakfast activities prior to first period.
  • Lunch Supervision- assist the Principal in lunch supervision.
  • Substitute Teaching- assist the Principal when needed.
  • Study Hall Supervision- assist the Principal when needed.
  • Alternate Jesuit High Bus Driver- when needed, transport graduates to Jesuit/ Edison High Schools.

Meal Program

  • Maintain Health Standards- consistent with the Multnomah County Standards.
  • Purchasing- procure meal ingredients compliant with the National School Lunch Program Standards at the most cost-effective price.
  • Preparation- assist the cook in preparing lunch. Prepare lunch when the cook is away.
  • Distribution- assist in serving food in appropriate portions, and supervise students clearing plates.
  • Tabulation- Maintain a daily student and meal data log for the National School Lunch Program.
  • Clean Up- following Health Department standards.
  • Inventory Control- for cost and waste control in storage and temperature control.
  • After School Snack – prepare & deliver snack, keep accurate records.

Office Assistance

  • Accounts Payable- Prepare spreadsheets for Petty Cash and American Express
  • Clerical – Phones, Petty cash, assist with students and parent interactions.
  • National School Lunch- Assist the business manager in billing tabulations and monitoring the system for compliance.
  • Workman’s Compensation Vehicle Spreadsheet- Enter data from vehicle logs on to spreadsheets.
  • Purchasing and Pick up- Office, Development, Events, Individual Teacher Requests, Daily mail pick up from post office.
  • General cleaning/organization – wash dishes/mugs, empty shredder, recycle milk cartons, etc.
  • Web – assist in web development/update web site when needed.
  • Fleet Maintenance-
  • Fueling- Monitor school schedule and maintain appropriate fuel level for fleet.
  • Maintenance- periodically drive vehicles to detect issues.
  • Licensing – Ensure vehicles are properly licensed and insurance cards are present.
  •  Vehicle Logs- Maintain vehicle logs.

Summer Responsibilities

  • Bus Driver- Safely drive our Summer School students daily to and from Jesuit High.
  • Building Maintenance- Process and complete classroom maintenance requests that do not require a professional. General cleaning/maintenance.
  • Other Assigned Duties- as requested by President, Principal, and Business Manager.
  • Compensation: $10-12/hr., paid vacations & holidays, full health, dental, and disability benefits.

To apply, send a resume and cover letter to Carolyn Becic at (no phone calls or walk-ins please)

Position open until filled