Striving to be a leading Independent Catholic school, Malvern Preparatory School is a school for boys grades 6-12, committed to the Augustinian values of Veritas, Unitas and Caritas, meaning Truth, Unity and Love. We foster a radically student-centered approach to learning, and we seek individuals who are innovative, creative and compassionate self-starters who can work collaboratively.

June 22, 2022

Position: Administrative Assistant for Development

Reports to: Director of Development

Department: Development        

Job Summary: Applies professional knowledge and administrative skills to perform administrative and clerical duties in support of the Development Department at Malvern Prep.  Supports Development staff and increases the efficiency of the department by drafting correspondence, scheduling internal and external appointments, organizing and maintaining paper and electronic files, providing information and preparing reports, entering information into donor database, and all other administrative functions.  Embraces Malvern’s mission and core values in all facets of the development process.

Essential Duties:

• Performs day-to-day administrative tasks for the Development Team.
• Manages information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics documents on the Google Docs platform.
• Maintains strict confidence by keeping donor, prospects, and employee information confidential.
• Uses personal computer and Google Docs to manage word processing for letters, spreadsheets for data, and charts for graphs. Uses Google mail for scheduling and electronic mail, both internal and external.
• Operates other office equipment including photocopier, printer, fax machines and telephone system.
• Greets visitors in person and callers by telephone and addresses their inquiries or directs them to the appropriate person within the department or within the Malvern Prep campus.
• Creates and maintains paper and electronic filing system for records, reports, correspondence, and other materials. 
• Opens, sorts, and distributes incoming correspondence; answers routine letters; files and retrieves documents, reports, and records.
• Completes forms in accordance with Malvern Prep procedures. Schedules, and attends, required meetings, arranges for A/V equipment and catering needs; records and distributes meeting minutes to attendees.
• Schedules and confirms appointments and visits for staff with donors, prospects, vendors, and MP personnel.
• Manages administrative projects and works with Development staff as a high-functioning team.
• Uses the internet to locate needed information; orders and dispenses supplies.
• Continually evaluates and assesses quality and efficiency of work processes, and improves where warranted.
• Keeps up-to-date with innovations in the administrative assistance field, and works to adopt new practices.
• Displays high ethical, professional, and confidential behavior and standards.
• Builds and maintains a professional rapport with a broad audience – alumni, donors, parents and all other staff.
• Creates and organizes donor prospect profiles for development staff and campaign efforts.

Works with database manager to provide back-up data entry and report generation

Competencies Required:

• Highly organized
• Responds to requests for information and feedback in an accurate, substantive and timely manner. Follows up with others in a timely fashion and exhibits dependability in all facets of his/her role.
• Excellent interpersonal and communication skills.
• Critical thinking skills.
• Proficient with Microsoft Office; experience with Google Drive and Raiser’s Edge a plus
• Willing to utilize all communications vehicles including face to face, phone, letters, email and social media.
• Able to work independently and effectively with other team members.
• Good team player and very reliable in working without close supervision.
• Passionate about actively supporting the School’s mission.

To Apply:

Please send the following documents in a single attachment and be sure to include the position title in the subject line. All materials should be forwarded to employment@malvernprep.org.

• Resume
• Cover Letter
• 3 References

Please visit www.malvernprep.org for additional information about our School.

Malvern Preparatory School is an Equal Employment Opportunity Employer. Diversity and inclusion have been and will continue to be an integral component of Malvern Prep's mission.

Qualifications:

• Bachelor’s Degree preferred, not required
• 3+ years prior experience in development department preferred, not required
• Current (dated within a year) clearances