What are the responsibilities and job description for the Advancement Administrative Specialist position at The Academy of Hope Adult Public Charter School?
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Reports to: Chief Strategy & Growth Officer Functional Area: Advancement
FLSA Status: Exempt Job Location: Ward 5 & Ward 8
Job Classification Category: Professional Salary: $48,611.00 - $65, 000.00
Location: Washington, DC (Hybrid model: Telework and On-site)
About Us:
Established in 1985, AoH provides adult education and career training for adult learners in Washington, DC. The Advancement team at AoH strategically shapes the AoH’s narrative, builds relationships, and secures resources to empower adult learners. Through innovative strategic communications, impactful marketing, community-centered fundraising, passionate advocacy, and a robust volunteer program, the Advancement team strives to create a supportive and thriving community that champions education as a lifelong journey.
Position Overview:
The Advancement Administrative Specialist will be a key member of the Advancement team supporting the Advancement office operations and project management. The Advancement Administrative Specialist will play a pivotal role in supporting the efficient execution of projects, programs, and initiatives. This position requires a detail-oriented individual with strong organizational and communication skills, capable of managing multiple tasks and deadlines within a fast-paced environment. The role involves providing administrative support to the Advancement Department, assisting in project coordination, and contributing to the overall success of the department's goals.
Essential Functions and Responsibilities:
Administration/Project Management (30%):
- Schedule and coordinate internal and external meetings and manage calendar entries.
- Oversee and maintain the Advancement team schedules.
- Coordinate prospect/donor preparation and post-meeting follow-up.
- Record meeting minutes, transcribe them, and distribute them promptly.
- Assist in the planning, executing, and completing projects within the Advancement Department.
- Coordinate project timelines, milestones, and deliverables to ensure successful outcomes.
- Liaise with internal and external stakeholders to gather project information and updates.
- Facilitate effective communication between team members and relevant departments.
Advancement Operations (20%):
- Manage and coordinate the integrated Development/Comms Calendar, including direct mail, email, print, and social media.
- Take primary responsibility for Salesforce CRM data integrity and maintenance.
- Lead donor gift processing by: entering gift entries, preparing acknowledgment letters and tax receipts, and coordinating the donor gift acknowledgment matrix.
- Track and invoice Donor pledge payments, coordinate Partner MOU’s, assist with creating reports, and manage meeting preparation and follow-up for prospect and donor meetings
- Assist in maintaining and updating donor databases, ensuring accuracy and completeness of contact reports and records.
- Generate reports and analyses as needed to support project evaluations.
Event Management (20%):
- Support planning and execution of in-person and virtual events.
- Create and manage event planning documents, invitations, guest lists, and maintain event-related data in Salesforce CRM.
- Manage vendor relationships, track financials, and handle day-of-event execution.
Donor and Volunteer Recognition (15%):
- Assist with research and coordinating special appreciation gifts and events for volunteers, donors, and partners.
- Coordinate, plan, and oversee routine maintenance and stewardship for individual and institutional donors, including endowment stewardship reports and endowment files, both electronic and hard copy, with up-to-date information regarding the history, use, and financial information of the funds.
- Respond to volunteer and donor inquiries, enter information into Salesforce, and prepare recognition awards.
Writing and Communications (15%):
- Assist Communications team writers with drafting, proofreading, and formatting.
- Coordinate prospect/donor preparation and post-meeting follow-up.
- Support in gathering content and formatting visual communications materials.
- Draft and distribute all event-related correspondence.
Qualifications:
- 2-4 years of proven experience in administrative roles with a focus on project coordination and management in education and/or related field
- Strong organizational and time-management skills.
- Proficient in project management tools and software.
- Fundraising/Communications/Advocacy experience is a plus.
- Excellent communication skills, both written, verbal, and interpersonal.
- Strong analytical skills and ability to leverage fundraising and digital engagement data.
- Computer literacy, including Google Suite, Asana, Microsoft Word, Excel, PowerPoint, and Publisher.
Other Necessary Skills and Abilities:
- Database management experience, preferably in Salesforce and MailChimp.
- Experience with direct marketing a plus
- Strong organizational and prioritization skills.
- Resourceful, flexible, positive, and willing to perform tasks of all sizes.
- High energy and passion for AoH’s mission is essential.
- Proven adaptability and resourcefulness in navigating dynamic work environments.
- Positive attitude and openness to learning and incorporating new skills.
- Occasional evenings and weekends
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Sitting, standing and walking for extended periods of time.
- Dexterity of hands and fingers to operate assigned equipment and a computer keyboard.
- Hearing and speaking to exchange information in person and on the telephone.
- Reaching overhead and above shoulders to retrieve files and materials.
- Bending at the waist, kneeling or crouching to file materials.
- The employee must occasionally lift and/or move up to 25lbs
- Must be able to withstand extended viewing of computer screens
- Close vision (clear vision at 20 inches or less)
- Distance vision (clear vision at 20 feet or More)
- This position will sit in an open/shared office environment with moderate noise levels.
- Due to the COVID-19 pandemic, this position is currently working a hybrid model, telework and on-site. Schedule will be determined by Senior Leadership Team
WORK ENVIROMENT
Academy of Hope (AoH) Adult Public Charter School was founded in 1985 to serve low-income and at-risk adults in the District of Columbia by providing them the opportunity to improve their basic educational skills, earn high school credentials, and/or prepare for postsecondary education or training.
Our work atmosphere is professional, friendly, and supportive. Our staff values both teamwork and independence. We encourage creativity and the sharing of ideas. The noise level in the work environment is conducive to a typical office setting.
We’re looking for motivated individuals with a passion for working in the Adult Education field to join us! Our compensation structure offers pay commensurate with experience and excellent benefits.
Candidates for employment will be subjected to a federal criminal background check, as permitted by and in accordance with applicable law. Learn more about Academy of Hope Adult Public Charter School at www.aohdc.org.
Equal Employment Opportunity Statement: AoH is an Equal Opportunity Employer and does not allow discrimination with respect to employment or any of the terms or conditions of employment because of actual or perceived race, color, religious creed, sex, national origin, ancestry, ethnicity, citizenship status, pregnancy, childbirth, (or related medical conditions, including, but not limited to lactation), physical disability, mental and/or intellectual disability, age, military status or status as a Vietnam-era or special disabled veteran, marital status, registered domestic partner or civil union status, gender (including sex stereotyping and gender identity or expression), medical condition (including, but not limited to, cancer-related or HIV/AIDS-related), genetic information, sexual orientation, or any other characteristic protected by applicable federal, state, or local laws.
DEI Statement: AoH seeks a broad spectrum of employees and is strongly committed to a diverse, inclusive, and equitable work environment. We strongly encourage interest in employment from all backgrounds, including Black, Indigenous, People of Color, members of the LGTBQIA25 community, members of underrepresented groups, people with seen and unseen disabilities, and people of all ages.
Salary : $48,611 - $65,000