Position: Administrative Assistant to the Advancement and Alumni Office
Reports to: Assistant Headmaster for Advancement and Alumni
Department: Advancement and Alumni
FLSA Classification: Exempt
Contract Length: 12 months
Position Summary: The Administrative Assistant for Advancement will assist in all aspects of the School's advancement activities, with a particular emphasis on alumni relations activities.
Position Responsibilities - Provide administrative and secretarial support for alumni activities within the Advancement and Alumni Office and direct assistance to the Assistant Headmaster for Advancement and Alumni.
- Serve as primary support for Alumni events, academic and athletic alumni events and other events as needed.
- Assist with internal and external advancement events having a strategic impact on the success of the Advancement and alumni relations programs.
- Serve as an administrative user of the online alumni community
- Provide support for all alumni communications to include web, email, and social networking. Prepare and draft routine correspondence
- Create and maintain databases for tracking and reporting and to develop and maintain reports. Serve as a resource to visitors, alumni, students, and staff.
- Maintain and provide membership databases.
- Creates, produces, sends and coordinates letters, flyers, invitations, rosters and nametags
- Sets and coordinates meeting: dates, location, and agendas
- Coordinates or assists in the planning of major events
- Attends and works events. Nights and travel out of state included
- Troubleshooting when required.
- Coordinate volunteers.
- Maintains RSVP lists, placing ads etc.
- Receives checks, records in database, sends thank you, and produce financial reports for business office.
- Orders office supplies, maintains office machines, handles maintenance requests
- Coordinates payments for misc. invoices.
- Handles all incoming and outgoing mail
- Other tasks as may be assigned by the Assistant Headmaster for Advancement and Alumni
Minimum Qualifications (Knowledge, Skills, Attributes) - Bachelor's degree strongly preferred.
- Excellent writing and communication skills.
- History of collegiality and collaboration with other colleagues, teachers and administrators.
- Innovative, creative, and flexible leadership style.
- Demonstrated and direct experience using a wide range of instructional technology tools.
Physical Requirements - Regularly lifting or carrying 1-20 lbs.
- Regular pushing/pulling/bending/stooping/kneeling
- Regularly climbing stairs
- Regularly sitting or standing 4-8 hours
- Requires physical presence, work to be performed on campus
- Denotes essential functions of the position
Disclaimer: The above describes the general nature and level of work being performed by individuals hired into this job. This is not intended to be an exhaustive list of all responsibilities and duties required. Delbarton reserves the right to change any or all content of this job description based on business needs. The incumbent, if applicable, will be notified of any changes before they become effective. Delbarton School is an Equal Opportunity Employer