Administrative Assistant – Admissions and Development

Position Summary:

The Administrative Assistant for Admissions and Development provides comprehensive administrative and clerical support to both departments to ensure smooth, efficient, and professional operations. This role requires a detail-oriented and customer-service-minded individual who can manage tasks related to prospective families and donors, assist with events, maintain databases, and support daily functions across both teams.

Key Responsibilities:

Admissions Support

• Greet and assist prospective students, families, and visitors in person, via phone, or email.
• Manage incoming and outgoing communications related to admissions, including emails, letters, and phone calls.
• Maintain accurate and up-to-date applicant records in the admissions database.
• Schedule appointments, tours, interviews, and admissions-related meetings.
• Process application materials and ensure completeness of applicant files.
• Prepare admissions packets, reports, and marketing materials as needed.
• Assist with planning and execution of admissions events such as open houses and campus tours.
• Handle sensitive and confidential admissions information with discretion.

Development Support

• Greet and assist donors and prospective donors in person, via phone, or email.
• Manage incoming and outgoing communications related to development, including emails, letters, and phone calls.
• Support the planning and execution of fundraising campaigns
• Help prepare donor communications including thank-you letters, mailings, and event invitations.
• Ensure accurate recordkeeping of donations and acknowledgments.
• Support data entry and maintain donor and prospect information in the development database (e.g., contact logs, giving history).
• Assist with scheduling meetings and preparing materials for donor outreach and stewardship.
• Maintain organized records of meeting notes, agendas, and action items.
• Assist with development-related event logistics, such as preparing materials, coordinating RSVPs and guest lists, and providing on-site support.
• Assist in ordering and organizing materials related to fundraising efforts.

General Office Support

• Provide general clerical assistance such as filing, copying, scanning, and data entry.
• Monitor and maintain office supplies and coordinate orders as needed.
• Serve as a liaison between the Admissions and Development teams and other departments as appropriate.

Qualifications:

• Associate or bachelor’s degree preferred.
• Previous administrative or clerical experience, preferably in a school, nonprofit, or fundraising setting.
• Proficiency in Microsoft Office Suite (especially Word and Excel); 
• Familiarity with Veracross and/or other CRMs  is a plus.
• Excellent verbal and written communication skills.
• Strong organizational skills Professional, courteous, and customer-service oriented demeanor.
• Ability to work in a fast-paced environment, meet deadlines, prioritize tasks, multi-task, respond to urgent matters, and pay attention to detail.
• Must be able to handle confidential data with sensitivity and discretion
• Comfortable working both independently and collaboratively across teams.

Work Environment:

This position operates in a professional office setting with standard weekday hours. Occasional evening or Sunday work may be required during peak admissions seasons, fundraising campaigns, or school events.

This is a full-time position with competitive salary and benefits. Please submit your resume and coverletter today at: [email protected]