Advancement Administrative Assistant

Description

The Advancement Administrative Assistant plays a key role in supporting the Advancement team at Southwest Christian School, helping to create meaningful experiences for families, drive fundraising initiatives, and enhance marketing efforts. This role is perfect for someone with a servant’s heart and a welcoming spirit—someone who thrives on building relationships and contributing to a dynamic school community. In this position, you’ll work alongside administration, faculty, students, and families, exemplifying patience, humility, integrity, and kindness. You’ll play an important role in shaping an environment that’s distinctly Christian, academically excellent, and globally-minded.

Primary Responsibilities

• Provides administrative support for event planning, including submitting and reconciling activity-related expense reports.
• Attends sponsored events as needed to support the team, which may occasionally include events in the evenings or on weekends.
• Uses own reliable transportation to deliver and retrieve items related to events and other team activities.
• Assists with digital file management; performs data entry for events in Google Workspace.
• Manages calendars for the team; coordinates all aspects of meetings (invitations, space preparation, and coordination of agendas).
• Provides administrative support for mailing events, scheduling events, sending invitations, submitting expense reports, and reconciling financial reports.
• Takes inventory of office materials and reorders as necessary, ensuring all supplies are stocked for team use.
• Reviews invoices for accuracy and processes payments for supplies and services.
• Enters transaction data for high-volume philanthropic gifts.

Personal & Spiritual Characteristics

• Is deeply committed to a consistent daily walk with our Savior, Jesus Christ, through prayer, devotional study, and church membership
• Demonstrates the spiritual maturity, academic ability, and personal leadership qualities to “train up a child in the way he should go” (Proverbs 22:6)
• Recognizes the role of the parents as primarily responsible before God for their children’s education and commits to be a partner in that endeavor
• Possesses the ability to work gracefully with parents, students, and other school staff to develop a unified and successful educational program
• Cooperates with administrators, department chairpersons, and other school leadership to support the policies and procedures that pertain to the daily operation of the School
• Demonstrates the ability to accept and carry out responsibilities and make competent, professional decisions
• Eagerly participates in professional development activities and the evaluation process with a desire to grow professionally, spiritually, and personally throughout their education career
• Maintains a professional personal appearance that is a Christian role model of cleanliness, modesty, good taste, and is in accordance with school policy

Requirements

• High school diploma required; a Bachelor’s degree is strongly preferred
• A minimum of three years of professional experience or three years in a development office or membership-based organization
• Familiarity with software such as Google Workspace, FACTS (Student Information System)
• Experience in working with databases, reporting systems
• Organized; able to handle multiple projects simultaneously
• High attention to detail; ability and willingness to take ownership of accurate data entry, reporting, and maintenance
• Excellent verbal and written skills - including skillful proofreading; visual "eye" for graphics appreciated
• Maintains confidentiality
• Reliable transportation

This job description is not intended to cover or contain a comprehensive listing of activities, duties or responsibilities that may be required as an active participant in the mission of Southwest Christian School. Additional duties are regularly performed by the individuals currently holding this position and additional duties may be assigned.

The work schedule for this role is full-time on a 12-month schedule. Required attendance at school events and activities may require work to be performed after school/evenings and occasional weekends. 

Work Environment

The work environment at Southwest Christian School is consistent with a typical school setting. The employee normally works indoors but may be required to be outdoors in unpredictable temperatures to attend programs or move between buildings. The noise level in the environment is usually low to moderate but may become loud occasionally. The employee is frequently required to interact with others within the school community, including parents and other community members. Reasonable accommodation can be made to enable individuals with disabilities to perform the essential functions of the position.