Advancement Administrative Assistant

Description

Classification

Nonexempt

Accountability

This position reports to and is evaluated by the Director of Advancement.

Date Updated:

April 25, 2024

JOB DESCRIPTION

Summary/Objective

The primary objectives of the Advancement Administrative Assistant position are to perform complex and confidential administrative and clerical support to the Director of Advancement, assist with compiling and maintaining accurate mailing lists and lists of donors, promptly and effectively acknowledge and receipt all gifts, assist with all fundraising events as designated by the Director of Adv. This position must agree with and support the Staff Member’s Covenant and agree with/help fulfill CHA’s Mission Statement.

Essential Functions (Responsibilities and Tasks)

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Develop and maintain the FACTs giving platform, EFT, and Ministry Sync.

• Assist with regularly detailed accountability reports regarding the organization’s fundraising operations, including but not limited to the capital campaign, designated gifts, and general donations.

• Provide monthly correspondence to donors regarding gifts.

• Provide monthly donor information, including phone numbers and addresses, to the Director of Advancement, Headmaster, and Associate Headmaster for follow-up.

• Prepare year-end giving statements for donors and annual financial statements for the Director of Finance.

• Assist CHA’s graphic designer when necessary with the development of design work related to advancement.

• Assist the Director of Technology in website development.

• Assist with alumni relations through correspondence, events, alumni leadership team, and spotlight pieces.

• Perform administrative tasks such as printing materials, creating donor letters, and filing.

• Approve all design and correspondence with the Director of Advancement

• Maintain accurate mailing records in the database.

• Record and maintain accurate giving records on each donor, including all general donations and pledges/gifts for the capital campaign.

• Perform all other duties assigned by the Director of Advancement or Associate Headmaster.

• Maintain and oversee the Development Closet.

• Attend staff meetings, committee meetings, and all other required meetings.

• Attend staff meetings, committee meetings, and all other required meetings.

• Assist with the coordination of advancement events, promotional events, and development activities, including the annual Heritage Banquet, Golf Tournament, and Opportunity Scholarship Fund.

Competencies (Qualifications)

• Verbal and written communication proficiency

• Maintain confidentiality

• Attention to detail

• Multi-tasking skills

• Interpersonal skills

• Teamwork skills

• Decision making

• Stress management/composure

• Learning orientation

• Ethical conduct

• Flexibility and adaptability

• Initiative

• Time management

• Clerical skills: computer, phone, copier/printer

• Organizational skills

• Professional telephone and office etiquette

• Marketing and/or fundraising experience

Supervisor Responsibility

This position will have occasional oversight of volunteers assisting with fundraising events.

Work Environment

This job operates in a professional school environment as well as in the local community, representing Christian Heritage Academy. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Performance Standards

Tasks are to be completed well and in a timely manner (before or at the due date) while representing Christian Heritage Academy in a way that is glorifying to Christ.

Position Type/Expected Hours of Work

This is a part-time position for up to 20 hours/week during the school year and 64 hours during the summer month, with days off according to leave and school calendar from August to May. There may be longer hours during the planning of the Golf Tournament, end-of-year tax letters, and Heritage Banquet.

Travel

Local travel is expected for this position.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The school is currently a multi-level facility, which requires this position to navigate flights of stairs regularly to meet responsibilities as it relates to the school.

Talking - must be able to express ideas and speak clearly and orally in person or over the phone to parents, students, and/or other employees.

Hearing the ability to perceive sounds at normal speaking levels with or without correction and to receive detailed information through oral communication.

Close visual acuity is required for viewing a computer monitor, preparing and analyzing data and figures, transcribing, and reading.

Standing, walking, and sitting for extended periods of time, moving about on foot throughout the building. Must be able to bend, kneel or stoop.

Regularly sitting at the computer requiring dexterity of hands and fingers.

Occasional lifting of at least 25 pounds.

On occasion, must be able to work longer hours than a typical day for events such as golf tournament, Heritage Banquet, parent-teacher conferences, and development activities in the evening.

Required Education

Graduation from high school or GED equivalent.

Preferred Education and Experience

Strong experience with Excel spreadsheets, data entry, proofreading, and graphic design.

Additional Eligibility Qualifications

None

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.