Advancement Administrative Specialist

4 weeks ago

Jacksonville, United States Bolles School Full time
Job Details

Job Location
San Jose Campus - Jacksonville, FL

Position Type
Full Time

Job Category
Staff

Description

Bolles is an independent, co-educational day and boarding school founded in 1933. Our Upper School is beautifully situated on the banks of the St. Johns River in the heart of the Jacksonville metropolitan area. Bolles proudly employs over 400 full time, part time and seasonal faculty, staff, coaches, and administrators. and enjoys a rich history in tradition and achievement that extends to our hiring practices and the professionalism and respect garnered in the independent school community.

Best Apply Date: April 30, 2024

Position Purpose: The Advancement Administrative Specialist serves as a vital support role within the Advancement Department, directly assisting the Chief of Advancement. This role is critical in managing the department's administrative functions, overseeing database management, and supporting various projects. The ideal candidate will possess excellent communication, project management and organizational skills, a high level of professionalism and ability to manage multiple priorities in a dynamic, fast-paced environment.

Essential Functions:
  • Provide administrative support to the Chief of Advancement, including calendar management, scheduling meetings, and coordinating travel arrangements.
  • Assist in the preparation of reports, presentations, and correspondence related to advancement activities.
  • Lead departmental projects, ensuring they are executed on schedule and align with strategic goals. Responsibilities include coordinating endowment reports and the annual report.
  • Serve as the first point of contact for the advancement office, handling phone calls, emails, and inquiries with discretion and professionalism.
  • Maintain accurate and up-to-date records, including donor databases and files.
  • Support the planning and execution of advancement events, such as fundraising campaigns, donor receptions, and alumni gatherings.
  • Assist with the processing of gifts and acknowledgments, ensuring compliance with school policies and donor wishes.
  • Collaborate with other administrative staff and departments to ensure smooth operation and communication within the school.
  • Handle confidential information with discretion and integrity.
  • Perform other duties as assigned to support the goals of the advancement office and the school.
Qualifications

Qualifications:
  • Associate degree or higher in a relevant field; bachelor's degree preferred.
  • Minimum of 2 years of experience in an administrative support role, preferably in a non-profit, educational, or advancement setting.
  • Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite and experience with donor database software.
  • Ability to work collaboratively in a team-oriented environment.
  • Commitment to the mission and values of The Bolles School
General:
  • Demonstrates and enthusiastically supports the School's Mission
  • Performs in a manner that reflects positively on The Bolles School
  • Communicates well, works congenially, and deals effectively with all school personnel and families, as well as with the larger business and educational community.
  • Performs other duties as requested.
Physical Requirements and Work Environment:
  • Occasionally lift to 15 lbs.
  • Generally, works in standard office conditions and climate.
  • Works in a highly stressful environment dealing with a wide variety of challenges, deadlines, and a varied and diverse array of contacts.
  • May work at a desk and computer for extended periods of time.
  • Manual dexterity to efficiently operate a computer keyboard and other business machines.
  • Near vision sufficient to read written communications and computer display screens.
  • Adequate hearing to communicate effectively in person and by phone.

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