Job Description: Administrative Assistant to Advancement Division

Academy at the Lakes (AATL) is a learning community of shared values dedicated to the success of each individual at school, in the community and in the world. We

celebrate the love of learning and the joy in the journey.

Job SummaryAcademy is seeking an administrative assistant to support its admissions, development and marketing activities. Under the supervision of the Director of Advancement, this individual will maintain the development and admission databases and provide administrative support. This person will serve as a front-line contact for current and prospective families, donors and other important Academy constituencies. He or she will also handle confidential information, data entry, scheduled and on-demand reporting and general office support.

Database Maintenance and Reporting – RenWeb, DonorPerfect Data entry: creating and updating records, managing admissions pipeline,

entering gifts Create and provide reports

General Office Support Welcome scheduled visitors and walk in traffic, making introductions as needed Communicate with current and prospective families, donors and other constituents

by phone, email and in person Maintain advancement office calendars Prepare purchase orders and expense reports for departments Collects and distributes department mail Track and maintain inventory (promotional items, office supplies, etc.) Create and edit documents using Microsoft Office Suite (Word, Excel, Power

Point) Coordinate mailings: run lists, execute merges, prepare for mail, interface with

mailhouse for high volume projects Provide support for special events: informational coffees, fundraising gala, etc. Represent Academy at various school and public gatherings as requested Other duties as assigned

Development Responsibilities Timely preparation of acknowledgment letters for signature Support development and implementation of the Fund for Academy campaign

schedule and collateral Assists with donor meeting/visit preparations

Marketing Responsibilities Gather and prescreen community-provided information and photos, maintain

archive for marketing purposes Audit website periodically for necessary updates Monitor and assist in managing the school’s social media presence as requested Maintain predefined advertising calendar

Admissions Responsibilities Manage admissions appointments and scheduling Tracks admission process through RenWeb Creates new student folders and monitors circulation of necessary documents to

academic and administration partners as needed Maintains hard copy and electronic filing systemSchedules tours, student visits

and testing appointments Coordinates volunteers for Open Houses, special mailings, etc. Assists prospective families with registration process, as needed

Qualifications and Skills Proficiency in Microsoft Outlook, Word, and Excel required Undergraduate degree or equivalent knowledge, skills and abilities; prior

experience working in an office environment preferred Proficiency using databases, making queries and running reports - knowledge of

RenWeb and/or DonorPerfect a significant advantage Experience with MailChimp, Asana and/or Formstack preferred; basic

understanding of social media, website maintenance, Adobe Suite a plus Excellent verbal and written communication skills Attention to detail in composing, typing, proofing materials, establishing priorities

and meeting deadlines Organized and capable of working independently Maintains confidentiality and a high level of professionalism

This is a twelve-month exempt position. Typical work schedule is Monday through Friday, 7:45am-3:45pm, with occasional evening and weekend events (average one per month).