This position provides high level administrative support to the Director of Advancement and the Advancement Office. Routine duties include varied administrative tasks such as process invoices, monitor department budget, field incoming calls, review correspondence, coordinate calendars and schedules, prepare meeting agendas, take minutes, compose confidential correspondence, and organize complex documents. Basic duties include copying, filing, ordering and inventory office supplies and preparation, collection, and distribution of incoming and outgoing mail.
Due to the close involvement that the Head of School has in the advancement efforts, this position works closely with the Head of School’s office to prepare Board Committee meeting materials, scheduling meetings and special event administration.
Essential Job Functions
Responsibilities to the Director of Advancement and Advancement Office:
Schedule and maintain Master Calendar of Advancement staff meetings and gatherings.
Maintain Director of Advancement’s calendar.
Prepare advancement staff meeting agendas.
Take minutes during advancement staff meetings.
Process department invoices.
Support the Director of Advancement in the preparation of the department budget.
Monitor advancement budget, including campaign budgets when applicable, and generate quarterly reconciliation reports.
Serve as a primary information source for outside calls and inquiries.
Distribute high volume of outgoing advancement related mailings including invitations, solicitations, acknowledgement letters and other materials.
Assist Donor Relations Coordinator with gift entry during high volume times of year using Raiser’s Edge database.
Support advancement special events, including generating name tags and mailing labels, assisting at event registration and other duties as assigned.
Coordinate new employee orientation.
Communicate with IT staff regarding computer/printer functionality.
Perform other administrative tasks as assigned.
General Support Staff Responsibilities:
Participate in monthly support staff meetings.
Assist with School related administrative tasks as assigned.
Strong organizational skills with attention to detail.
Excellent communication skills, both verbally and in writing.
Ability to independently prioritize competing task and deadlines.
Proficiency with Microsoft Office Suite, especially with mail merges, and Google Apps Suite, including Google Forms.
Minimum 3-5 years’ professional administrative experience.