Advancement Associate & Events Coordinator
- Employer
- University Prep
- Location
- Washington, United States
- Salary
- Salary Commensurate with experience
- Closing date
- Dec 22, 2021
View more
- Position Type
- Fundraising, Annual Fund, Capital Campaigns, Fundraising Administration, Special Events, Administrative, Office Administration, Public Relations and Communications
- Fields
- Education
- Employment Type
- Full Time
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Reports to: Director of
Advancement
FTE:
Full-Time, Year-Round
When
Needed: Immediately
University Prep is seeking a talented,
engaging and compassionate Advancement Associate and Events
Coordinator to help us advance our vision of being an inclusive
community of learners that provides an outstanding education for
each individual in a diverse student population. We are looking for
someone who can work effectively independently as well as part of a
team. We need a leader who understands best practices in
advancement and events coordination. We are looking for staff and
faculty who share our belief that a culturally rich and inclusive
school community provides students with the best possible
environment for a quality education. If that sounds like you, we’d
like to hear from you. Salary is competitive with public and
independent schools. University Prep offers an excellent benefits
package, opportunities for professional development, and an
extraordinary work environment.
WHO
WE ARE:
University Prep is an independent 6-12
school located in an urban residential section of Seattle, WA, one
of the country’s most diverse and dynamic cities. We are a strong
and vibrant community of students, families, faculty, staff, and
alumni who collaboratively create an exceptional educational
experience for every student. The school is a place of great
teaching and joyful learning; a community that joins together to
raise our students to be caring and productive adults; a place
where all students and families have equitable access to all the
school has to offer, and a place where we aspire for every family
and student to feel equally enfranchised and at home. To us,
diversity and inclusivity are not addenda; they are embodied in all
facets of our school culture. University Prep believes that our
shared values of integrity, respect, and responsibility are
essential to accomplish our mission of developing each student’s
potential to become an intellectually courageous, socially
responsible citizen of the world.
JOB
SUMMARY:
This full-time position reports to the
Director of Advancement and works closely with the Annual Giving
Manager, Advancement Database Coordinator, and the Engagement and
Alumni Manager. Responsibilities include planning and executing
events, producing advancement communications and collateral, as
well as administrative support. The Advancement Associate will
serve as project manager for several Advancement initiatives and
projects, as well as a point of contact for other departments
within the school and outside vendors. The Advancement Associate
will assist with operations for the department including records
management, data entry, and archiving. The Advancement Associate
will work closely with parent volunteers and will exhibit strong
communication and organizational skills while assisting with donor
relations and stewardship.
SPECIFIC RESPONSIBILITIES:
Event Planning and Execution
Provides organized back-end support
for all advancement-related events, including New Family Welcome
Events, alumni events and reunions, Grandparents Day, annual Puma
Fund and UPrep Together events, and ULab Capital Campaign
events
Collaborates with the division heads’
assistant and other offices to support UPrep community events as
needed, such as Graduation, 8th Grade Moving Up Ceremony, and
Founders Day
Ensures that all advancement events
are branded, well-planned and executed, and within budget
Manages event logistics including
sending invitations and RSVP tracking, preparing mailings,
follow-up calls/emails, and preparation of event materials
Is responsible for printing name tags
and creating guest sign-in and tracking lists for all advancement
events
Serves as point of contact for
off-site venues and vendors, volunteers, entertainment, and leads
day-of site set-up and clean-up
Coordinates the communication and
marketing of advancement events with Communications Team
Campaign and Communications
Support
Assists the Annual Giving Manager
with the planning of our two annual fundraisers, the Puma Fund and
UPrep Together to include: communications and marketing plans,
calendars and timelines, supporting Class Agent volunteers, event
logistics, and reporting
Prepares materials for Puma Fund
Class Agents, including personalized thank you notes and training
materials
Supports the Annual Giving Manager in
creating text and design for collaterals such as solicitation
letters, postcards, Annual Report, UPrep magazine, and
the Advancement Brochure
Works closely with the Annual Giving
Manager and the Engagement and Alumni Manager to develop content
for advancement-related all-school email submissions, blog
posts, and social media
Collaborates with the Engagement and
Alumni Manager on all stewardship mailings
Supports the ULab campaign committee
by tracking communications in the database, assisting volunteer
solicitors, and creating informational packets for solicitation
meetings
Organizes in-house mailing projects,
including printing, folding and stuffing, ordering supplies, and
scheduling volunteer support when necessary
Record Keeping and Office
Management
Maintains records in Veracross by
updating contact information for current constituents, adding new
family information annually, and researching missing information
when needed
Provides data entry support,
including simple gift entry
Works closely with the Engagement and
Alumni Manager to enhance alumni records by saving and organizing
historical information, and adding to our archives
Assists the Director of Advancement
with scheduling meetings, reserving meeting rooms, creating
agendas, and taking minutes
Balances and submits monthly credit
card statements, along with department invoices, to the Business
Office
Maintains the shared Advancement Team
calendar and ensures all Advancement events are properly listed on
the all-school calendar
Coordinates all logistics of office
related trainings, meetings and celebrations
Collaborates with the team to seek
out and order new swag items, manages the swag inventory
spreadsheet, and keeps advancement swag and storage closets in
order
Maintains all office stationery needs
and assures printers are in working order
Supports the work of the other
members of the advancement staff as needed
Performs other duties as
assigned
Qualifications
EDUCATION & EXPERIENCE:
Bachelor’s degree from a four-year
college or university required
Experience in administrative work
required
Fundraising and event planning
experience in a non-profit setting preferred
Experience in private school
environment preferred
REQUIRED KNOWLEDGE, SKILLS &
ABILITIES:
Demonstrated self-starter;
results-orientated with a strong work ethic; ability to multitask
effectively and to prioritize competing demands
Ability to manage-up effectively
Excellent verbal and written
communication skills and the ability to “tell the story” of the
school to a variety of audiences
Strong attention to detail
Ability to maintain highest level of
confidentiality and professionalism
Commitment to diversity, equity, and
inclusivity
Familiarity with a database,
Veracross preferred
Proficient at working in a Microsoft
Windows environment (Windows 10 or higher), using current versions
of Office
Ability to talk on the phone
Ability to sit and keyboard up to 8
hours per day
Ability to lift up to 25
pounds
Some travel required
If this sounds like you, please click
on Apply Now, complete our online employment application, and
upload your résumé and a cover letter telling us why you are
interested in and qualified for this position.
Position open until filled. No phone
calls or drop-ins please.
Thank you for your interest in
University Prep and this position.
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