The Advancement Associate serves as a liaison between the Development and Admissions departments and is responsible for working collaboratively with the Director of Admission and Enrollment and the Director of Development to ensure the smooth daily functioning of the Advancement Department in a manner that emphasizes customer service and supports a timely, personal, friendly, responsive, helpful, and efficient development and admission processes. The Advancement Associate provides direct administrative support to the Director of Development and Director of Admission and Enrollment. We seek to hire a detail-oriented, yet flexible individual with a can-do attitude and work ethic; who will advance the Mission of Highlands School, support the vision of the Head of School and the Board of Trustees, and advance the strategic goals of the school.
The main areas that will need support are:
Data and database management
Serve as the assistant to admission program by providing daily technical, logistical, and administrative support including general communications, managing office calendars, scheduling meetings, reporting data, and maintaining positive professional relationships with various departments and constituencies in a manner that promotes institutional cohesion.
Provide ongoing support and guidance to prospective families throughout the admission process
Responsible for all aspects of database management that support the admission process including scheduling, updating applicant files, maintaining accurate data and information, and creating statistical reports for the Director of Admission.
Track and respond to inquiries with appropriate mailings, electronic communication, and follow-up calls.
Work in concert with Senior Administration and Faculty to coordinate, organize, and manage communications and logistics of student visits and parent interviews for each division
Work with facilities coordinator to finalize event set-ups and to coordinate admissions events and calendar with all the all-school calendar
Manage application records in accord with all critical deadlines including application review and admission committee meetings
Provide general information to prospective parents
Work with Director of Admission and Enrollment to coordinate all prospective family campus events.
Entry and management of applicant, family and student data into student information systems.
Other duties as assigned by the Director of Admission
In concert with the Business Department, process donations
Prepare acknowledgement letters and other correspondence
Create monthly fundraising reports and other database reports as needed
Responsible for all aspects of database management that support the Development process, including continually updating and correcting database records
Coordinate production and execution of mailings for the Annual Fund, Capital Campaign, other fundraising events, and end of year statements
Answer donor and parent questions regarding events and Development programs
Assist with coordination and execution of special events, including but not limited to underwriting solicitations, receipting and acknowledgement, invitations, programs, seating, guest lists, and on-site event support
Provide assistance for other fundraising and alumni events such as maintaining guest lists, gathering and preparing materials and other duties as assigned
Provide assistance to the Parents Auxiliary as needed for various meetings, events, and programs
Other duties as assigned by the Director of Development
At least 2 years’ experience prior administrative experience, preferably in Admissions/Fundraising/Development Office preferred
Proficiency in Microsoft Office suite, Google Office Suite
Experience with Blackbaud Products a plus
Excellent verbal and written communications skills
Ability to present information diplomatically and effectively, both verbally and in writing
Ability to meet deadlines while managing multiple projects
Ability to work both independently and with a team
Excellent interpersonal skills and attention to detail required
Attitude that exemplifies teamwork and personal responsibility
Effective time management skills and ability to handle frequent and regular interruptions by a variety of constituents inherent in the position while completing tasks in a timely manner
Maintain strict confidentiality in all matters
Excellent writer that drafts and proofs correspondence
Highlands School is an equal opportunity employer. We offer a competitive salary, benefits and professional opportunities. Interested candidates should submit the following electronically to email@example.com
A cover letter outlining their interest in and qualifications for this specific position.
Highlands School is a vibrant leader in independent education in the Birmingham, AL metropolitan region. Highlands School’s whole-child focused academic program – guided by a comprehensive emphasis on physical, social-emotional, creative and intellectual development – educates and inspires students in preschool through 8th grade. The School was founded in 1958 and holds accreditation from the Southern Association of Independent Schools (SAIS).