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Administrative Assistant to the Vice President of Advancement

Chaminade College Preparatory

Posted 12/19/2018 until 2/28/2019


​Chaminade College Preparatory seeks an experienced, detail oriented administrative assistant to join our  team of advancement professionals.
Deadline for Submission of Application:
Applications are being accepted immediately and this position is open until filled.
The Position – Representative Duties
As an integral part of the Advancement Team, the Administrative Assistant provides primary support to the Vice President of Advancement and ancillary support to the other directors in the department. This position directs, manages, and coordinates the daily operations of administrative support services for the entire Advancement Office, which includes overall executive support, office clerical and support tasks, office administration (all department filing systems, printing, mail distribution and messenger services, maintenance, office equipment and supply purchasing, and budgets), and other related services.
1.         Supports the philosophy, principles and characteristics of Marianist Education.  Assures quality services to students, faculty, staff, parents, outside organizations and communities.  Practices sound economic principles.
2.         Serves as the primary point of contact for the Office of Advancement and is responsible for answering, screening, and directing all incoming phone calls and general inquiries.
3.         Provides administrative support to the Vice President; maintains calendars, and generates correspondence in the form of letters, memos, and reports.  Schedules appointments, meetings, trips and events.  Prepares and maintains spreadsheets and supporting documents, and orders and maintains office supplies and equipment.  Maintains department files and sorts department mail.
4.         Provides administrative support to the directors in the office.
5.         Manages the budgets for various department accounts, processes requisitions and invoices for payment, reconciles of monthly reports, and maintains business credit card accounts.  Renews and updates department subscriptions and memberships.
6.         Serves as liaison to all standing committees pertaining to the Advancement Office (i.e. Advancement Committee; Strategic Planning Committee; Capital Campaign Committee, etc.).  Oversees coordination of additional supporting reports such as demographic studies, feasibility studies, advancement audit, admissions audit, and strategic vision plan.  Plans relevant meetings and prepares correspondence and meeting minutes.
7.         Coordinates annual requests of support from partner schools in the form of gifts baskets, advertising, and other special items.
8.         Assists in the coordination of on and off campus events such as guest visits, prospect and/or donor lunches, dinners or meetings; phone-a-thons and recognition events.
9.         Develops and maintains organized filing systems for all areas of the department.
10.      Provides support for members of the Advancement Office as needed and works on special projects.
11.      Performs other duties as assigned.
 Minimum Education and Experience Preferred
Qualified candidates should have a combination of education and experience equivalent to the following:
·   Bachelor’s degree
·   Two (2) years of experience in advancement, development, public relations, event/volunteer management or related field
Additional Desirable Qualifications
·   Familiarity with Chaminade community and constituents
·   Experience with Raiser’s Edge strongly preferred
Required Knowledge, Skills and Abilities
·   Passion for Chaminade’s mission (see About Chaminade)
·   Conscientious in execution of duties with a strong attention to detail
·   Ability to work evenings and weekends to support Advancement Office activities/events
·   Proficient user of Microsoft Office programs, especially MS Word, Excel, PowerPoint, and Outlook
·   Knowledge of and ability to maintain an information database (Blackbaud Raiser’s Edge preferred)
·   Strong organizational, research, administrative, and time management skills
·   Ability to work effectively with staff and volunteers
·   Strong communication skills, both written and oral
·   Strong office skills used in daily correspondence and publications, including spelling, punctuation and grammatical skills, and the ability to proof and edit work
·   Maintains a results-oriented mindset to effectively work with staff and constituents at all levels
·   Ability to influence and engage a wide range of constituents and build long-term relationships
·   Ability to work and engage productively with volunteers, donors, alumni, students, and other departments within the school
·   Ability to work both independently without close oversight, but also as a member of a team
·   Ability to handle deadlines and stressful situations in a calm, orderly, and accurate manner
·   Ability to maintain confidential office information, including donors, contributions, and all constituent information
·   Ability to assume responsibility without direct supervision, exercise initiative and judgment; to prioritize and organize workload to complete assignments in a timely manner, and to make decisions within the scope of assigned authority
·   Commitment to continued professional growth and development in order to maintain and upgrade relevant knowledge, skills, and abilities
·   Required to lift, carry and push up to 25 lbs., stoop, kneel, reach high and low.
Salary and Benefits
This is an hourly non-exempt position.  Chaminade employees enjoy a competitive employee benefits program including medical, dental and vision coverages, life insurance, long-term disability insurance, flexible spending accounts, retirement plan contribution, and voluntary supplemental life insurance and long-term care coverages.
Application Process:
Chaminade has implemented a 100% online application system.  Interested applicants can apply online through our employment webpage at: Applicants will be asked to upload:
·         Current resume
·         Cover letter addressing the duties and qualifications of the position
Any applicant who needs help or needs an accommodation in order to apply for any position should contact the human resources office at (818) 366-9284.
About Chaminade
Chaminade is an independent co-educational Catholic school serving students in grades 6-12 at our two beautiful campuses located in the San Fernando Valley area of Los Angeles.  One of the best things about Chaminade is our strong sense of family. We work together, play together, and pray together. We are a family, a community committed to the success and well-being of each and every student.
Our Mission:
We inspire young people to love, learn, and lead through our Catholic and Marianist traditions of a living faith, academic excellence, and moral responsibility.
Our Vision:
Chaminade College Preparatory graduates are prepared, inspired, and equipped to:
Share God’s love by caring for others and seeking justice and peace.
Learn, adapt, and grow with the world around them.
Become servant leaders and positive contributors to society.
The Characteristics of Marianist Education
Chaminade's mission and culture are deeply rooted in the five Characteristics of Marianist Education which are: Educate for Formation in Faith; Provide an Integral Quality Education; Educate in Family Spirit; Educate for Service, Justice, and Peace; and Educate for Adaptation and Change.
For more information about Chaminade, visit our website at:
Equal Employment Opportunity
Chaminade College Preparatory is an equal opportunity employer.  Applicants for employment are considered without regard to race, color, national origin or ancestry, gender, age, marital status, physical or mental disability, or genetic information, or other basis protected by law for employment in a Catholic school.  Applicants who need an accommodation in order to participate in the recruitment and hiring process should contact the human resources department in order to discuss reasonable accommodation.

Information/Application Contact:

Chaminade College Preparatory
Apply online at
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