• Full Time
  • Portola Valley
  • This position has been filled

Website woodlandschoolpk8 Woodland School

Position Overview 
Reporting to the Director of Development, the Advancement Associate is a full-time hourly position that is responsible for supporting all aspects of the development, admission, and communication departments at the school. This includes the Annual Fund, Gala and Auction, admission, alumni relations, and communications.  Woodland School functions in a competitive environment, requiring our Advancement team to maintain a highly visible profile and responsive, client-centered communications. The Advancement Associate is an initial contact for many families inquiring about the School and plays a significant role in shaping the impressions and ongoing experience of families in both the admission and development processes. Working closely with the Advancement team, this individual provides day-to-day support interacting with a variety of constituents, including parents, students, faculty and staff, volunteers, prospective families, other schools, referring organizations, and outside vendors.

Essential Duties and Responsibilities:

  • Prepare a wide range of correspondence, including standard and customized follow-up responses to email communication and inquiries.
  • Manage and oversee the development and admission databases by regularly updating the records and ensuring integrity of the data..
  • Support all aspects of the Annual Fund process, including creating solicitations, tracking donations, sending acknowledgement letters, and interfacing with parent ambassadors.
  • Set up and maintain applicant files and follow up with applicant families about missing documents.
  • Assist in the creation and production of marketing materials and social media content as needed.
  • Assist with donor research, donor profiles, and donor cultivation efforts.
  • Manage registration and logistical support for Advancement events including, but not limited to, Annual Fund activities, donor receptions, Grandparent and Special Friend Day, Open House, campus tours, Gala and Auction, and alumni events. Work closely with parent and student volunteers (ambassadors) and outside vendors.  Some evening and weekend work required.
  • Provide support to individual families as they move through the admission application life cycle, from inquiry to enrollment.
  • Support all aspects of the Gala and Auction, including managing registration, tracking packages, creating online entries, interfacing with parent volunteers, and supporting the package fulfillment process.
  • Provide staff support to School-wide events/ functions as needed.  Some evening and weekend work required.
  • Maintain close and comprehensive communications with the Directors of Development, Admission, Communication, and other administrative staff.
  • As a member of the Woodland staff, assist in providing supervision duties for students.
    Other appropriate duties as assigned by the Advancement Team and Head of School.

Minimum Qualifications (Knowledge, Skills, and Abilities):

  • Bachelor’s Degree
  • Expert skill in Microsoft Excel, Word, and Google applications
  • Strong database management skills.  Familiarity with eTapestry, Ravenna, and Blackbaud preferred.
  • Exceptional written and verbal skills
  • Well-organized, detail oriented, and able to manage time effectively
  • Resourceful self-starter with an affinity for building strong relationships
  • Ability to work to a deadline and manage multiple projects simultaneously
  • Enjoys working on a cooperative team that manages myriad projects and maintains flexibility
  • Willingness to take on responsibilities beyond those explicitly outlined
  • Prior experience in a Development/Admission role; familiarity with independent schools preferred
  • Utmost ability to maintain confidentiality regarding all aspects of the role

Overview of Woodland School 
Located just west of Stanford University, Woodland is an independent day school that offers a joyful approach to learning in a diverse, respectful, and inclusive environment for approximately 300 students in early childhood through eighth grade. There are two sections of each grade level K-8 with class sizes that average between 14-18 students.

Woodland School specializes in education that inspires students by nurturing each individual’s voice, intellect, and character. With rich content and an emphasis on inquiry-based and student-driven projects, students are empowered and encouraged to be active and engaged learners. Our students’ innate sense of wonder is the foundation of learning at Woodland School. Teachers craft meaningful, multi-sensory learning experiences that enable creativity, ingenuity, and deep interdisciplinary connections. Students explore and develop complex understandings that engender a sense of self and purpose in the world.

Woodland School’s faculty create a school environment that is as supportive and nurturing as it is challenging, and they embody the core values of the school—respect, integrity, curiosity, resilience, equity, and stewardship. Our teachers are themselves learners, constantly searching for ways to improve their practice. A robust professional development program supports our faculty by connecting them to the best practices in pedagogy, curriculum development, educational technology, and student assessment.

Physical Demands and Work Environment 
The position can be physically demanding. Reasonable accommodations may be made if requested in advance.

Candidates for this position should submit a cover letter, resume, and contact information for a minimum of three references.

Salary range: The salary range for this position is between $31.00-$35.00/hour depending on qualifications and experience.


This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Woodland School does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or national origin in the administration of its educational or admission policies, financial aid distribution, or other school programs. Woodland School is dedicated to the goal of building a culturally diverse and pluralistic faculty committed to teaching and working in a multicultural environment and strongly encourages applications from candidates who reflect such diversity.