Administrative Assistant – Admissions & Development

About Our School

Admissions Support

• Greet and assist prospective students, families, and visitors in person, via phone, and email.
• Manage communications including emails, letters/mailings, and phone calls.
• Maintain accurate and up-to-date applicant records in the admissions database.
• Process application materials, ensure completeness of applicant files.
• Prepare admissions packets, reports, and marketing materials as needed.
• Schedule tours, interviews, open houses, shadow days and admissions-related meetings
• Prepare materials and facilitate follow-up.
• Assist with admissions event logistics: registration, RSVPs, packets, and on-site Coordination.

Development Support

• Greet and assist donors and prospective donors in person, via phone, or email.
• Manage and help prepare communications related to development, including thank-you letters, mailings, and updates.
• Ensure accurate recordkeeping of donations and acknowledgments.
• Support data entry and maintain donor and prospect information in the development database.
• Assist with 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 clerical support: filing, copying, scanning, data entry, mail distribution, office supply management.
• Maintain calendars for the Director of Admissions and the Director of Development.
• Serve as a liaison between the Admissions and Development teams and other departments.
• Perform additional duties as assigned.

Qualifications & Success Factors

• Must be able to handle confidential data with sensitivity and discretion.
• Customer-service oriented demeanor.
• Excellent verbal and written communication skills.
• Exceptional organizational skills with high attention to detail.
• Ability and adaptability to work in a fast-paced environment, meet deadlines, prioritize tasks, multi-task, and respond to urgent matters.
• Comfortable working both independently and collaboratively across teams.
• Associate’s or Bachelor’s preferred.
• Previous administrative or clerical experience, preferably in a school, nonprofit, or fundraising setting.
• Proficiency in Microsoft Office (Word, Excel, Powerpoint) and familiarity with Google Drive and Canva.
• Familiarity with Veracross or other CRMs is a plus.
• Valid Florida driver’s license & clean background check required.

Work Environment & Benefits

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

In addition to a competitive salary, Hebrew Academy offers a comprehensive benefits package to full-time employees which includes:

• Medical, dental, and vision insurance for employees and eligible dependents
• Flexible Spending Accounts (FSA) for healthcare and dependent care expenses.
• Short- and long-term disability insurance
• Life insurance for employees and eligible dependents
• 403(b) retirement plan with employer matching
• Tuition benefits for qualifying dependents
• Paid time off, including Jewish holidays
• Early dismissal on Fridays in observance of Shabbat

To Apply:
Interested candidates should submit their resume and cover letter to email address presented.