Assistant to the VP for Institutional Advancement

Job Details

Job Location

Marist School - Atlanta, GA

Position Type

Full Time

Education Level

4 Year Degree

JOB TITLE: Assistant to the Vice President for Institutional Advancement

DEPARTMENT: Office for Institutional Advancement

REPORTS TO: Vice President for Institutional Advancement

FLSA STATUS: Full-time (12 months, Exempt, Salaried)

DATE: January 15, 2025

MISSION

The unique mission of Marist School to form the whole person in the image of Christ is created by blending three distinct traditions: the pursuit of academic excellence, the heritage of Catholic education, and the spirit of the Society of Mary. This mission is advanced through communal pursuit of excellence in academic, religious, extracurricular, leadership, and service programs.

DIVERSITY STATEMENT

Marist School seeks to foster a community of inclusion that respects the dignity of the individual in the areas of age, gender, religion, ability, socioeconomic status, race, ethnicity, culture, and sexual orientation. This obligation to build a community of inclusion is based on Sacred Scripture, the Teachings of the Catholic Church, and the spirit and traditions of the Society of Mary. All members of the Marist School community are responsible for advancing an understanding of and respect for diversity.

Summary

The Office for Institutional Advancement (OIA), which consists of Development, Alumni Engagement, Communications, and Advancement Operations, promotes philanthropy to advance the mission and priorities of Marist School. The Assistant to the Vice President for Institutional Advancement is an integral member of the OIA, providing a full range of administrative support to the Vice President and working closely with the Director of Advancement Operations to conduct research, update records, and assist with general office operations. The Assistant to the Vice President for Institutional Advancement will have the opportunity to interact regularly with Marist School administration, trustees, faculty and staff, parents, and alumni.

Duties And Responsibilities

• Provide comprehensive administrative support to the Vice President for Institutional Advancement, including but not limited to calendar management, meeting arrangements, answering of phone and email, and coordination of special functions. Liaise with the Executive Assistant to the President and other staff as needed.
• Assist Vice President with prospect moves management process, including data entry, report generation, research, and other correspondence. In coordination with Vice President, provide similar support for the President of Marist School, who maintains a small prospect base that is managed by the Vice President. Liaise with Executive Assistant to the President as needed.
• Prepare Vice President for various meetings, prospect visits, and events by assembling briefing packets containing prospect information, attendee lists, talking points, etc.; drafting agendas; and preparing handouts and other meeting materials.
• Provide administrative support to the Advancement Committee, Trustees Committee, and special fundraising committees that are coordinated by the Vice President. Tasks include but are not limited to communicating with committee members, preparing meeting materials, recording minutes, providing research support, and assisting committee members with prospect assignments and action items.
• Manage OIA budgets, including processing invoices and coding expenses; providing monthly budget reports to applicable OIA staff; making budget report adjustments as directed; liaising with Business Office; and conducting monthly reconciliations.
• Under direction of the Director of Advancement Operations, assist with general office operations and conduct constituent research. Tasks include but are not limited to:
• Handling general reception duties, including greeting visitors, answering of OIA phone and email, processing office mail, and maintaining various office lists.
• Managing OIA calendar and sending weekly OIA reminders and updates.
• Managing McDaniel-Sachs Conference Room (MSCR) calendar.
• Monitoring inventory and ordering office and kitchen supplies.
• Coordinating facility and equipment maintenance requests.
• Sending various cards to constituents, including Heritage Circle, Christmas, special occasion, and sympathy cards.
• Organizing OIA team building activities, including the annual OIA/New Employee luncheon, OIA service projects, and various OIA celebrations (i.e., birthdays, holidays, etc.).
• Coordinating interview process of new/open OIA positions with hiring manager and assisting with onboarding of new OIA employees.
• Conducting constituent research to aid in prospect identification and engagement strategies.
• Generating prospect/donor profiles for Advancement-related meetings, events, and solicitations.
• Providing administrative support for large mailings, events, electronic communications, data entry, and other projects as needed.
• Other duties as assigned.
  

Education, Experience & Skills

• Bachelor’s degree with a minimum of 2-4 years of experience in office administration, executive administrative support, or project management, preferably in advancement.
• Polished oral and written communication skills; ability to communicate effectively with a variety of constituents.
• Excellent organization and time management skills with a proven ability to manage multiple deadlines simultaneously; ability to maintain a high degree of motivation and focus.
• Strong attention to detail and a commitment to accuracy.
• Ability to remain poised and to creatively problem solve under pressure.
• Proficiency with Microsoft Office, including Word, Excel, and Outlook, as well as G Suite tools.
• Experience with Raiser’s Edge software desired.
• Excellent judgment and an ability to maintain confidentiality and work with sensitive information.
• Demonstrated ability to work independently and as an effective member of a team.
• Commitment to the mission of Marist School.
  
  

The core hours for this position are 7:30 a.m. to 4:30 p.m., Monday through Friday, with occasional evening and weekend commitments. This is a year-round, staff position.

GENERAL SIGN OFF

The employee is expected to adhere to all employer policies and to act as a role model in the adherence to employer policies. The statements contained herein describe the scope of the responsibility and essential functions of this position but should not be considered as an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload.