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Advancement Administrative Assistant

24 January 2023

UWC USA

United World College-USA is seeking a full-time Advancement Administrative Assistant.The Advancement Administrative Assistant reports to the Associate Head for Advancement and will use their outstanding communication talents to provide direct administrative and operational support for the Advancement team. This campus-based position serves as a campus and public-facing representative of the department and plays a pivotal role in event coordination and communications.

RESPONSIBILITIES:

Serves as the Primary Point of Contact for the Advancement Team
by serving as a presence on campus for this virtual team and providing administrative support to ensure efficient operation of the office by.

  • Answering phone calls, scheduling meetings and supporting visitors.
  • Carrying out administrative duties such as writing, copying, scanning etc.
  • Exhibiting polite and professional communication via phone, e-mail, and mail.
  • Maintaining supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
  • Contributes to team effort by accomplishing related results as needed.

 

  • Coordination of Campus Events: Assist in the planning and execution of small and large fundraising and cultivation events, including multi-tasking an extremely high-level of event management duties such as assisting with invites, overseeing coordination of internal and external participants, drafting/creating event related communications and web forms/pages, aiding in guest-list management, assisting with key onsite roles such as volunteer management and various day-of preparation, and working with staff and/or contractors and other pre, onsite and post event duties as assigned.

 

  • Get Away Family Program Coordination: Serve as the liaison between the local community and the school to coordinate the UWC-USA Get Away Family program, including assigning students to get away hosts, ongoing stewardship of this program, and coordinating annual recognition of the host families (invitation to public events on campus, annual recognition event, year-end holiday cards, etc.)

 

  • Assist with database management: Aid in keeping data organized/consistent in the organization’s CRM, help create/pull reports, aid in processing donations and creating event forms

 

  • Donor Reporting: Responsible for various donor stewardship/acknowledgement administrative related
    tasks on campus (drafting and processing acknowledgement letters, ordering/shipping gift recognition
    items, etc.) to meet reporting deadlines.
  • Manage the advancement and communications calendar and coordinate content delivery.

 

  • Support the Communications Director in identifying, drafting, posting daily updates and communication for Facebook, Twitter and Instagram (weekly updates on LinkedIn)..

 

  • Collaborate with Advancement Team in generating content ideas, and assist in drafting and distributing email communication, the Kaleidoscope and other external communication alerts as needed, specifically for fall, end of year, and end of fiscal year fundraising campaigns.

 

  • Work with the Communications Director to update and generate content for the website to ensure the quality, timeliness and relevance of web materials. This includes coordinating the receipt of bios and headshots of faculty, staff and board.

 

  • Provide administrative support to the Associate Head for Advancement for documentation and
    correspondence related to the Board’s Governance and Advancement Committees.
  • Other duties as assigned for general office needs

Additional Responsibilities

  • Listen to and understand prospect, donor, and volunteer needs and proactively respond to those needs in a timely manner.
  • Create positive relationships with UWC-USA students, employees, and trustees. Involve students in advancement efforts, as appropriate.
  • Assist the office in taking photographs of personnel and community events and have primary responsibility for sorting, storing and sharing images/videos effectively and in an organized manner.
  • Some local travel may be required to support off-campus student activities, e.g. Southwest Studies, Project Week, Retreats, etc.
  • Other duties as required.
  • Leadership: All UWC-USA employees are expected to provide varying levels of leadership in order to
    support the UWC mission. Examples include but are not limited to:
    - Actively participating and contributing to committee or task force assignments, providing leadership in campus-wide events or initiatives, strategic planning efforts, in the experiential education program, the dormitories, dining hall, and/or in physical plant initiatives.
    - Initiating strategic discussions and sharing thoughtful and innovative ideas with your co-workers for carrying out the UWC mission and successfully completing day to day work assignments.
    Demonstrating a growth mindset by believing and acknowledging that intelligence, skills, learning and creativity can all grow with time and experience.
    - In all interactions, upholding the UWC mission and values, and creating an environment that promotes and values diversity, equity and inclusion.

Supervisory Responsibilities

  • Possible supervision of student workers

QUALIFICATIONS:

  • Strong writing ability.
  • Excellent attention to detail.
  • Creativity in planning and implementing campus events.
  • Exceptional oral and written communication skills. Ability to prepare reports and correspondence to respond to volunteer and donor inquiries.
  • Excellent computer skills; ability to work with database systems, preferably Raiser’s Edge; ability to work with
  • Microsoft Word, Excel, and PowerPoint.
  • Demonstrated analytical and organizational skills; ability to multi-task and prioritize goals.
  • Ability to work independently as well as within a team environment.
  • Ability to understand the practice of donor relations, gift processing, and research.
  • Bachelor’s Degree with 3 or more years successful experience in nonprofit management, communications and/or administrative roles

Preferred Abilities:
 

  • Aptitude/Experience in Photography
  •  A proactive approach with a “can-do” and flexible attitude.
  • A self-starter, with a determination to succeed.
  • Ability to work independently, on own initiative, as well as part of a team.
  • Willingness and ability to work long hours occasionally or after hours, as required.
  • Ability to work to tight deadlines.
  • Ability to demonstrate a clear understanding of and communicate the ethos and ideals of UWC-USA, and international education.
  • A professional and mature approach to work with an ability to build strong rapport with a broad spectrum of people.


Compensation is commensurate with experience; and UWC-USA offers a competitive benefits package.

UWC-USA is an international boarding school. It enrolls up to 240 students in grades 11 and 12. All students follow the IB Diploma Program. Roughly twenty percent of the students come from the U.S.; the remainder represent more than 90 different countries. Students are admitted on the basis of merit, potential, and promise.
To reach our ambitious goal of carbon neutrality by 2030, UWC continues to build strategic sustainability capacity in its entire operations across campus. Please identify and include your experience, interest and knowledge in sustainability operations, applicable but not limited to the position, as well as in facilities, waste management / minimization, sustainable events, logistics, supply chain management, materials and resources, sustainable and locally sourced food/beverage, and carbon emission reduction, management, accounting.

To apply, complete an application form. Applications will be accepted until the position is filled. The successful candidate is required to either be vaccinated, as vaccines are available, or provide a medical or religious waiver, prior to starting this position at UWC-USA.

UWC-USA does not discriminate in its educational programs, activities, or admission and employment practices based on race, color, national origin, gender, sexual orientation, disability, age, religion, ancestry, or any other legally protected class.