Admission and Development Assistant

  • Anywhere

Saint Andrew's Episcopal School

Admission and Development Assistant


Reports to: Director of Admission and Director of Development & Alumni Relations


Hours: Non-exempt, Full-time and Year Round Position. The schedule will require some weekends and evenings to meet the needs of the organization.

Overview: Located in Saratoga, California, Saint Andrew’s Episcopal School is an independent school for Pre-Kindergarten through 8th grade students. Saint Andrew’s is a wholehearted community of learners with a wholehearted commitment to cultivating student happiness, academic achievement, and character. Our complete, balanced, and inspiring approach to education ensures that our graduates are exceptionally good people who are exceptionally well-prepared to thrive in high school, college, and life.


Job Summary: The position represents the mission of the School through front desk receptionist duties, performs a wide variety of specialized clerical functions such as the compiling and arranging of data, preparing reports, managing current donor records, managing office supplies and equipment. Under the Director of Admission and Director of Development’s directions, she/he performs secretarial, confidential, and administrative assignments utilizing planning organizing and scheduling of the work involved.



  • Communicate the mission, the values and the culture of the school and support the organization of school recruitment events
  • Schedule and organize tours, interviews, assessments, shadow days
  • Represent the school at admissions events either on campus or outside
  • Serve as a point of contact for admission inquiries
  • Facilitate the admission process and answer to the first level of inquiries
  • Act as a liaison between families and the Admission Team
  • Fulfill administrative and organizational tasks for the Admission department
  • Help prepare and attend all admissions events
  • Support admission database (Ravenna)
  • Develop queries in the database as needed
  • Maintain and ensure completion of all applicant files
  • Create student files from applicant files
  • Provide student data information to requesting parties



  • Provide direct support in producing reports, invitation lists, mail merge projects, filing and document management, scheduling, and other basic administrative needs
  • Oversee the donor database management (Network For Good) including creating appeals, tracking donor interactions and moves management, clean-up and entry projects; serve as a database expert
  • Assist with filing and updating electronic files, including acknowledgment letters, and solicitation materials
  • Provide direct data entry and produce acknowledgement letters for gifts and in-kind donations in an accurate and timely fashion
  • Assist with writing compelling appeals to donors, members, and other external audiences
  • Research and compile reports and presentations on development programs that require the use of databases, advanced MS Word, Excel graphs and tables, and PowerPoint presentation
  • Engage in direct donor stewardship based on department guidelines, particularly that mid-level and major donors received notes, phone calls and invitations from Head of School and Director of Development & Alumni Relation
  • Assist with fundraising and cultivation event management, including event planning, invitation and guest list management, registration, catering and other vendors, and event coverage
  • Manage special gifts and related supplies including premiums and auction items
  • Work regularly with confidential information and ensure its security
  • Manage development department filing system, including individual donor files, both hard copy and electronic

Other General Administrative Duties

  • Creates a welcoming environment and maintains the neat and professional appearance in the reception area. Front desk duties from 7:30 AM to 4:00 PM with 30 minute unpaid lunch
  • Greets visitors, dispenses visitor badges, answers phones, and responds to student, faculty, staff and parents questions and inquiries
  • Prepare correspondence, bulletins and communications, with particular attention to high level formal communication standards
  • Oversee meeting planning and small event set-up including room, food, AV and other needs
  • Maintain flexibility and perform other duties as assigned to respond to the needs of the organization, including running errands in support of events, meetings and projects;
  • Be familiar with the School Nurse’s processes and procedures and assist when necessary
  • Maintains an injury log for injuries more serious than a minor cut including all head injuries and distribution of any medication, and notifies parents when necessary of any logged injury
  • Handles and sorts all incoming and outgoing mail and packages
  • Maintains office and faculty room supplies and ensures various office machines are in operational order
  • Attendance and punctuality are essential to work and all work-related functions

This job description describes a general category of jobs. The employee may be assigned other duties, in addition to or instead of those described here, and any duties are subject to change at any time according to the needs of the School.

Education and/or Experience:

  • Bachelor’s degree preferred
  • 3~5 years of administrative experience preferred
  • Proficiency in MS Office, Google Suite, Mac Operating System, and experience with database management preferred
  • Previous experience working in a not-for-profit or an environment with volunteers a plus



Skills and Abilities:

  • Excellent telephone and email etiquette
  • Warm and welcoming demeanor with strong communication skills
  • Ability to multi-task and bring calm to any chaotic situation
  • Professional writing skills with the ability to proofread accurately and efficiently
  • Self-motivated to anticipate needs and learn quickly
  • Demonstrate excellent written and verbal communication skills
  • Communicate (listening and speaking) effectively with all constituents of the organization
  • Confidence in handling both face-to-face and telephone interactions with donors and parents
  • Provide excellent planning and project management skills
  • Demonstrate a strong customer service orientation
  • Work independently while maintaining open and transparent communications about duties and project status, within the bounds of the area of responsibility and authority
  • Demonstrate consistent and exceptional attention to detail, resourcefulness and an ability to think through an issue and anticipate possible problems, obstacles, and conflicts
  • Be organized and follow through on tasks to a successful completion
  • Display impeccable discretion, confidentiality, judgment, graciousness and flexibility at all times
  • Take direction, multi-task and work in an environment of regular interruptions
  • Work and communicate successfully with a highly diverse population of staff, volunteers, parents, board members, donors and the public
  • Serve as a collaborative team member with strong interpersonal skills and a sense of humor

Performance Review:

  • Based on this job description and annual goals progress and reporting


Certificates, Licenses, Registrations:

A valid Driver’s License is required.

Physical Requirements:  The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job including:

  • Lift/carry items up to 20 pounds
  • Stand, walk across uneven terrain, climb stairs, reach, lift, carry and bend frequently as well as sit for long periods at a computer

This position is Monday-Friday, eight hours per day, occasional week night and weekend events, and begins Tuesday, January 19th, 2021 (if permitted). Compensation is competitive with a full benefits package.  If you love children and are innovative, collaborative, energetic, and imaginative, with the credentials to match, please submit your application today. For more information, or to apply now, please visit our website.

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