|The Seven Hills School is an independent, nonsectarian school serving students from pre-kindergarten through twelfth grade on two campuses. It was established in 1974 with roots going back to 1906.
Seven Hills seeks a full time (year-round) Office Administrator to split their time evenly between the Development Office and the Office of the Head of Upper School. Although this is a full time position, for the purpose of splitting time and job duties, it will be treated as two part-time positions. Development and/or non-profit experience is not required, but is preferred. See below for details on each position.
· An extremely well-organized, detail-oriented individual who has a high energy level, a sensitivity to the fine points of communicating with donors, volunteers, and sometimes very senior level constituents, and an accompanying sense of urgency in seeing that tasks are done well, timely and accurately.
· Ability to multi-task and balance competing priorities.
· Solid working knowledge of standard computer applications including MS Word and Excel.
· Strong understanding of the need for constant communication and good interpersonal skill to ensure a clear understanding of expectations, deadlines, and time constraints.
· An accessible, approachable people person who is focused on the needs of others more than self, responds well to correction, and does not require constant monitoring or recognition.
· Maintain confidentiality and discretion.
· Knowledge of development/fundraising software (preferably Raiser’s Edge) and broad understanding of the technological tools available to development offices [preferred not required].
ASSISTANT TO THE HEAD OF UPPER SCHOOL
OVERVIEW: The first half of the day, the Office Administrator will act as the Assistant to the Head of Upper School.
· Support the head of upper school and the upper school faculty.
· Maintain daily attendance for students and faculty.
· Follow up with families of students who are unaccounted for in morning attendance.
· Respond to issues students bring to the main office (e.g. students not feeling well and requesting to go home, arriving late for school, needing a particular form or document, and so on).
· Email weekly communication to faculty and parents. (Friday Note and Friday Family Note or some variation thereof)
· Act as liaison to the parents association; attends morning P.A. meetings several times a year.
· Manage substitute teachers by setting up interviews with prospective substitutes, maintaining a list of qualified substitutes, arranging for coverage for faculty who are out, and tracking substitute’s days worked for payroll purposes.
· Maintain upper school calendar, coordinating to avoid conflict.
· Coordinate special events for the upper school, including awards day, parent/teacher conferences, and class day.
· Order food or refreshments for certain upper school events.
· Coordinate graduation (includes arranging for flowers, tux fittings, invitations and programs, and rehearsals).
OVERVIEW: The Office Administrator will act as the Development Coordinator for the second half of the day. Reporting to the Director of Development, the Office Administrator will serve as the Development Coordinator for the second half of the day. They serve as the Development Office’s primary gift processor, events tracker, and office supply and equipment overseer. This individual’s primary responsibility is to ensure accurate input, acknowledgement and reporting of gifts. Secondary responsibilities include assisting the Director of Annual Giving with solicitation mailings, emails, call sheets, etc.; supporting the Director of Alumni Engagement in preparation of invitations, mailings, meetings and recognitions; and ensuring that all department personnel have the necessary office materials to complete their required tasks.
The overall success of the Development Office depends on teamwork and collaboration, as well as a constant awareness of the importance of accuracy in addressing and communicating with all constituents of the school, in order to represent the school in the most connected and professional manner. A willingness to work outside of “normal” business hours is essential as peak periods and special events necessitate some evenings and weekend hours.
· Ensure correct, timely processing of various types of gifts to the school, such as credit card transactions, monthly payroll gifts, transfers of stock, matching gifts, gifts-in-kind, online gifts, and memorial and in honor tribute gifts.
· Keep complete records of gift sources, such as Annual Giving Envelopes, emails of pledge commitments, emails of stock transfers, notifications of online transactions, and pledge cards delivered to the Development Office.
· Provide Development Office personnel with copies and reports of gift details, as required, in order to assist in prompt, correct thank you to constituents and easy tracking of giving totals.
· Daily deliver acknowledgement letters to Head of School, Director of Development and on to constituents, keeping scanned records or copies of letters sent.
· Maintain clear and accurate records of wishes and needs for publication of donors in lists, magazines, Annual Report, etc.
· Provide Business Office with clear and complete reports of funds received and delivered to the Business Office so that timely communication occurs between the offices to ensure accurate accounting.
· Regularly balance funds in Development Office database with accounts in Business Office to ensure accuracy and prepare for annual audit.
· Prepare Excel files and Word merges for printing of solicitation letters and envelopes with correct salutations, addresses, target asks and any other details needed.
· Accept RSVPs via phone calls, emails and mail; complete timely and accurate data entry of responses; and prepare Excel files and Word documents for printing invitations, envelopes, name tags, lists of attendees, and certificates for all Alumni events including Reunion, out-of-town gatherings, lectures, class agent meetings, recognition events, etc.
· Act as frontline person for telephone communications and office visitors, and assist with building entry for people entering Briggs Building.
· Communicate with Director of Development, Director of Annual Giving, Director of Alumni Engagement, Advancement Services Manager, and other department personnel to ensure all gift and data entry protocols are appropriate and completed consistently.
· Assist in maintaining Development Office calendars.
· Ensure that appropriate amounts of letterhead, envelopes, notecards, and other office materials are kept, and that office equipment is maintained.
The above description covers the most significant duties performed, but does not exclude assignments not mentioned. A more detailed description of daily/weekly/monthly/quarterly tasks can be provided on an as needed basis.
To apply, please send an email with a resume and cover letter attached to Sarah Lautar at firstname.lastname@example.org.