The Development Administrative Assistant reports to the Director of Development (DOD) and is responsible for supporting the operations of the entire Development Office in relation to general office administration, special events, database management, and donor and alumnae request services and activities. The Development Administrative Assistant supports the school, its values, and its leadership.
The Development Administrative Assistant meets regularly with the Development Team, the Communications & Marketing Committee, the Calendar Committee, and other internal committees as assigned.
Essential Duties and Responsibilities
In partnership with the Development Team, contributes to the design and implementation of protocols, policies, and procedures pertaining to the effective management of Development operations.
Provides day-to-day support and assistance to DOD and Director of Annual Giving (DAG).
Creates, modifies, and runs database queries.
Oversees department budget and tracking system and assists with annual projections.
Assists with planning, implementation, and staffing of events for on- and off-campus activities and meetings, including those of the Montessori Parent Staff Association (MPSA).
Attends MPSA meetings as directed by DOD.
Handles RSVPs for all Development Office events, including preparing invitation lists, mailing invitations, collecting event fees, preparing name tags, making table assignments, and managing check-in sheets.
Processes alumnae and donor requests received via telephone, mail, and email.
Prepares and mails capital campaign pledge reminders and non-Annual Fund pledge reminders on a quarterly basis.
Tracks all capital pledge activity, generates all capital pledge reminders, oversees the processing of capital-payment acknowledgments, and reports quarterly to Business Office.
Serves in back-up capacity for the processing of gifts and as needed on a variety of responsibilities including but not limited to entering gifts, generating receipts and acknowledgement letters, sending Annual Fund pledge reminders, creating monthly reports, and ensuring timely transfer of gifts to Business Office.
Prepares annual audit information for Business Office.
Proofreads and revises acknowledgement letters for in-kind, restricted, and endowment gifts before submitting to DOD or Head of School for signature.
Assists with the scholarship process.
Updates database in a timely manner when notified of changes to constituent name, address, email, telephone, marital status, or death.
Disseminates meeting materials to Board of Trustees Development Committee; attends meetings to record prospect-review discussions; prepares follow-up notes and distributes.
Prepares check requests and credit card report forms in compliance with standards of Business Office.
Collaborates with all volunteers and Development Team in managing annual school gala/auction activities: generates mailing lists, collects RSVPs, ensures availability of all materials and supplies needed for guests attending annual school gala/auction.
Contributes to the preparation and distribution of accurate Development reports for DOD, HOS, Board of Trustees, and school-related agencies, e.g., NAIS, CASE, etc.
Collects and distributes departmental mail daily.
Notarizes signatures on documents for Development Office as needed.
Files donor correspondence.
Researches and orders office supplies for Development Office, keeping purchases within budget guidelines.
Provides assistance to volunteers, including MPSA, as needed.
Trains Development Team in how to use various software applications as requested.
Serves as lunch-coverage receptionist/switchboard operator one hour per week and as needed.
This job description in no way states or implies that these are the only duties to be performed by an employee in this position. Employees are required to follow other job-related instructions and to perform other job-related duties requested by those authorized to give instructions or assignments.
Alignment with the mission and values of The Montessori School of Raleigh
Excellent verbal and written communication skills
Excellent computer skills and expertise in all Microsoft Office programs and in donor database programs
Ability to interact positively with a wide range of individuals
Initiative, ability to plan, organize, and coordinate multiple tasks and meet deadlines
Current NC driver’s license
Physical Requirements and Work Environment
Work at a desk and computer screen for extended periods of time each day
Be able to walk up and down two flights of stairs multiple times per day
Work primarily in a traditional climate controlled office environment
May work in varied extreme outside weather conditions during special activities and fundraising events
Work in an fast-paced, multi-tasking environment requiring ability to deal with wide variety of challenges, deadlines, and people
Regularly sit at reception desk and interact with school visitors
Be able to occasionally lift up to 20 lbs.
About The Montessori School of Raleigh
Established in 1974, The Montessori School of Raleigh enrolls students from 18 months through 12th grade on two campuses and is currently working on an Upper School at our Brier Creek campus.