Advancement Office/Admin Support
SUMMARY
The Advancement Department Support Specialist for the Advancement Office serves visitors by greeting, welcoming and directing them; notifies Advancement staff of visitors’ arrival; maintains security and telephone system; performs routine administrative and office support services and basic accounts and record-keeping duties as well as coordinating the events for the Advancement Department.
The Diocese of Orlando four core values lay the foundation for the work performed by employees:
- Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living
- Respect: Affirming each person’s God-given dignity and uniqueness.
- Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.
- Commitment: Individually and collectively, we are steadfast to the team and its purpose.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
- Accepts all phone calls and walk-ins as a warm and welcoming representative of the school, answering questions, and directing inquiries appropriately. Treats every visitor, caller, or service person with courtesy, cheerfulness, and respect.
- Receives, opens, and distributes mail. Receives and signs for specially delivered packages.
- Applies postage to outgoing mail and prepares it for pickup. Updates the accounting department when additional postage needs to be purchased.
- Keeps copy machine supplied with paper and print cartridges; places supply orders.
- Cleans coffee pots in the morning and afternoons. Restocks sugars, creamers, teas, disposable cups, plates, etc. as needed.
- Maintains personal contacts, files, and documents.
- Checks mail, e-mail, phone messages, etc., communicating information in a timely manner to appropriate persons.
- Coordinates and schedules meetings, meeting rooms, and required equipment for internal meetings and those with other departments, vendors, or the business community.
- Along with the Director of Advancement and Events Manager, maintains the President’s calendar.
- Assists in the organization of special events as required by the President and the Office of Advancement which includes invitations, facilities, catering arrangements, and contracts.
- Submits expense reimbursement forms for the Office of Advancement per diocesan guidelines.
- Administratively assists with the hiring process for the Advancement office, which includes coordinating job posts, communicating with applicants, reviewing resumes, and performing reference checks.
- Must relate well with a diversity of persons.
- Maintains confidentiality in all areas of responsibility as required.
- Contributes to team effort by accomplishing results as needed.
- Able to assist the President and or Director of Advancement when needed.
- Assists in the organization of special events as required by the President and the Office of Advancement, invitations.
- Assist with Family of Faith Events
- Assist with Legacy Gala, Hornet Scramble, Grandparents Breakfast, President’s Mass, Family of Faith, Senior Luncheon, Alumni Events and Hospitality Events.
- Nurtures productive relationships with all constituencies of the school, including trustees, current and potential donors, parents, grandparents, alumni parents, alumni, faculty/staff and students.
- Participates on the team that presents Advancement & School events including The Big Give, Baccalaureate Mass and Graduation.
- Compiles board reports. Communicates to board via email on behalf of the President.
- Takes notes at board meetings and any others requested by the President and the Director of Advancement.