Advancement and Database Assistant
Job Details
Advancement Department - Tulsa, OK
Full Time

Holland Hall was established in 1922 and currently serves approximately 1,000 PreK through 12th grade students in a coeducational setting. An Episcopal school distinguished
 by an excellent academic program and a student-centered environment emphasizing a 
holistic approach to education, we strive to provide a challenging, comprehensive educational experience grounded in a rigorous liberal arts, college preparatory curriculum that promotes critical thinking and life-long learning. True to our Episcopal tradition, we seek to foster in 
each student a strong moral foundation and a deep sense of social responsibility in an open, ecumenical environment. Holland Hall graduates attend colleges and universities across 
the country, including some of the nation’s most selective institutions. The Holland Hall community welcomes students of diverse racial, cultural, and religious backgrounds. For more information on Holland Hall, please visit


Holland Hall seeks a full-time Advancement and Database Assistant. The Advancement and Database Assistant provides organizational and administrative assistance to the Chief Advancement Officer and the Advancement department to help meet fundraising and engagement goals. The position assists the Advancement Services Data Analyst with database entry (including posting gifts) and maintenance and assists the Community Events and Volunteer Coordinator with the Dutch Zone (Holland Hall spirit store) and events.


Job Duties:

  • Provide a full range of administrative assistance and high-level support to the Chief Advancement Officer and other Advancement staff.

    • Coordinate and maintain Purchase Orders and other purchases for the Advancement department, Alumni and Parent Association; track all expenses and monitor budget.

    • Assist with donor gifts, correspondence and follow up.

    • Prepare Advancement Committee and other donor meeting materials.

    • Handle office supplies and other departmental needs. 

    • Prospect and donor research as needed.

  • Assist the Advancement Services Data Analyst with database updates and gift processing.

    • Maintain appropriate database updates to ensure proper donor records management and data hygiene. 

    • Process gifts (checks, credit cards, etc.) for annual fund, restricted gifts, capital campaign, parent fundraising, gifts-in-kind, and other special fundraising efforts. 

    • Assist with honor and memorial gift notifications, and coordination of matching gifts. 

  • Assist the Community Events and Volunteer Coordinator with various efforts with an emphasis on the Dutch Zone and online spirit store. 

    • Manage Dutch Zone inventory (add to software system, track sales, price items, assist with stocking and display); reconcile transactions with the Business Office.

    • Assist with volunteer training and transaction troubleshooting as needed.

    • Help with event coordination, including tracking RSVPS, and related event details.

  • Collaborate with Advancement staff on various activities and serve as an integral part of the team. 

  • Relieve all-school receptionist as needed.

The above essential functions are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all duties, responsibilities, and skills. Employees are expected to perform other job-related duties as assigned.  


Education and/or Experience: 

  • Associate’s degree or equivalent experience (accounting or finance preferred)
  • Proficient with the Google Suite of products and expert in Microsoft Word and Excel
  • Experience with database entry and query searches a plus
  • Familiarity with accounting procedures and fundraising practices a plus

Expectations/Requirements for Successful Performance

  • Excellent written, verbal and interpersonal skills.
  • Expert organizational skills and ability to handle numerous projects at the same time.
  • Strong computer skills and knowledge of database maintenance.   
  • Customer service mentality and ability to serve as a school ambassador.
  • Self-starter, team player, problem solver and able to maintain strict confidentiality standards. 
  • Attends Advancement events and participates in all-school events and meetings.
  • Ability to function in a private school atmosphere working with students, various school and volunteer groups.

Working Conditions:

  • The work day begins at 8:00 and ends at 4:30 with 30 minutes for lunch.
  • Work primarily indoors in standard office conditions and climate.
  • Work at a desk and computer for extended periods of time.
  • Activities include walking, standing, bending, kneeling, lifting, talking, hearing and visually acuity.  
  • Occasionally lift up to 30 pounds.
  • Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.
  • This position is not eligible for telecommuting, however, temporary telecommuting arrangements may be approved for circumstances such as inclement weather or special projects. These arrangements are approved on an as-needed basis only, with no expectation of ongoing continuance.