Advancement Office Manager

Virginia Episcopal School | Lynchburg, VA

The Advancement Office Manager will play an integral role in helping the VES Advancement Office achieve success by providing the following:

1. Advancement Office operations support

2. Admission process, data entry, and event support

3. Advancement in market and all-hands-on-deck event support

4. Alpha Order and Parent Ambassador program coordination

Reporting to the Director of Advancement Services, this individual will accurately and efficiently:

• Maintain primary responsibility for planning all Advancement In Market events (8-12 per year), including invitation list generation and review

• Provide cross-Advancement project management support as needed

• Maintain the internal Advancement Outlook calendar per direction set by Advancement leadership

• Work with the VES Database Manager and serve on the VES Data Committee to identify and resolve data and reporting issues

• Serve as the back-up for the Advancement Events & Data Coordinator for gift entry and processing as necessary

• Manage the monthly receipt-reconciliation process for Advancement leadership and serve as the liaison with the Business Office to resolve issues

• Provide support for Advancement all-hands-on-deck events as needed

• Assist with managing Advancement inventory and maintaining the Advancement storage room

Reporting to the Director of Admission, this individual will accurately and efficiently:

• Provide daily administrative support to the Admission Team including, but not limited to, the following: o Answering the Admission line and efficiently transferring the caller to the appropriate Admission Team member with a follow-up email to the team member that includes the caller’s name and contact information

o Managing the incoming and outgoing Advancement mail bins and all associated mailing and shipping needs per budget guidelines as set by Advancement leadership

• Manage all data entry needs in support of the end-to-end admission process

• Plan and execute three major on campus Admission events – fall and winter Discover VES events and Bishop to Be and assist in the coordination of prospective student-focused in market events (3-4)

• Maintain primary responsibility for organizing Alpha Order and Parent Ambassador resources and helping to further define the scope of each program to best support Admission onjectives

• Produce ad-hoc reports and lists at the request of the Director and Admission Team

• Produce mailing lists (electronic and print) for all Admission marketing and communication materials

• Produce and coordinate the dissemination of candidate acceptance materials, and work with the Contract Manager to ensure the appropriate contract is created for each accepted student

Job Type

• Full-time, non-exempt

Required Qualifications and Skills

• Demonstrate exceptional interpersonal skills; deliver an excellent customer service experience in all internal and external interactions; bring a positive attitude and high-energy to work every day

• Excellent organizational skills with the ability to anticipate project needs, operate efficiently, prioritize work, be flexible and adapt quickly, manage multiple projects and meet deadlines with minimal supervision

• Demonstrate an internal, constant drive to get things done on time and with great attention to detail and quality

• Apply problem-solving and critical thinking to address issues and find the best solution for VES and our constituents

• Collaborate effectively and efficiently across people, teams and at all levels within the organization

• Demonstrate sound judgment and integrity, while working with sensitive, confidential information

• Communicate clearly orally and in writing

• Work occasional evenings and weekends as required for events

• Maintain appropriate boundaries with students and other constituents at all times

Required Experience

• Minimum 2 years of work experience in an administrative assistant role for a highly visible department or position of comparable rigor with a record of success

• High level of proficiency with database management platforms, plus Microsoft Excel and Word and/or Google Sheets/Docs. Proven ability to create spreadsheets and perform mail merge, create labels and format letters.

Preferred Education / Experience

• Bachelor’s degree

• Knowledge of online Blackbaud platforms

Interested candidates should submit resume and cover letter Christina Miller, Director of Human Resources, at cmiller@ves.org