Development Assistant – School Advancement Departments

Job Type: Location Type: On-site

 

Status: Full-time, Non-exempt (hourly)

Work Schedule: M-F, 8 AM-4:30 PM (flexible, overtime during peak season)

Total Hours Per Week: 40

Reports To: Development Director

General Summary:

This is a full-time position supporting the International School of Portland’s development and community-building goals through the school’s Advancement Departments. As a key member of the Advancement Department and reporting to the Development Director, the Assistant will play an active role in bringing ISP events to life, supporting engaging communication with the school community, managing important data for outreach and reporting, and keeping the development team running smoothly behind the scenes. It’s a great opportunity to make a meaningful impact while working in a collaborative and energetic environment!

Administrative Duties:

Provide administrative support to advancement team work ensuring efficient operations and administrative and data integrity. Specific duties include:

• Ensure excellent donor service and data integrity by processing incoming donations and pledges and generating timely thank you letters and gift receipts
• Coordinate information flow between the Development and Finance Departments by communicating donation revenue information and reports to the Finance Department, this includes weekly, monthly, and annual reporting.
• Maintain budget tracking and expense reports for Advancement activities
• Maintain fundraising database integrity and pull reports and lists from Advancement databases (Blackbaud Raiser’s Edge and Blackbaud Education Management) to support fundraising work
• Coordinate the school’s Admissions Ambassador program
• Order event, meeting, campaign, and supplies for the Advancement Team
• Prepare event and campaign materials as needed
• Assist with meeting logistics (meeting set up, coffee and snack preparations, etc.)
• Respond promptly and professionally to community and donor inquiries via phone, email and in person

Event Logistics and Coordination:

• Collaborate with the Advancement team in the creation of event strategies and goals.
• Provide logistical and administrative support to ISP development events including the Auction Gala, Moving for Music & Art, donor cultivation events, and community building, service, and summer events.
• Provide administrative support for additional Advancement events including admissions and enrollment events, community engagement events like the ISP Donor Breakfast, Alumni Events, Photo Day, Grandparent’s Day, and ISP Graduation, and other events as assigned. This includes, but is not limited to, contacting vendors, printing materials, creating and mailing invitations and assisting with event setup and logistics.
• Support the coordination of volunteers for event support potentially including recruitment, organizing, training, and supervising.
• In collaboration with volunteers and other staff members, help to solicit donations for various fundraising events, including but not limited to items for the Auction Gala

Fundraising Campaign Support:

• Support campaign strategies for community building and annual fundraising campaigns by maintaining timelines, planning documents, and other administrative infrastructure.
• Assist in developing and implementing processes for gathering campaign metrics, and track/report on campaign progress and outcomes
• Collaborate with the Marketing & Communications Department to prepare and facilitate the design, proof-reading, publication of campaign materials, including but not limited to campaign reports, meeting agenda and materials, mailings and other collateral.
• Facilitate prospect meetings, press and interview requests as needed
• Support the fundraising team in updating, tracking, and monitoring communications and donor and prospect cultivation and stewardship in Raiser’s Edge database
• Coordinate fundraising campaign and other bulk mailings

Other Functions:

• Attend and support school-wide functions as requested
• Provide excellent customer service to all donors and community members
• Other duties as assigned or requested

Knowledge, Skills and Abilities:

• Passionate about the mission and vision of the school.
• Committed to advancing equity, diversity, and inclusion in alignment with the school’s Statement of Intent. (https://intlschool.org/edi/)
• Self-motivated, proactive, resourceful and a creative problem solver.
• Strong organizational and project management skills with the ability to meet deadlines.
• Exhibits and demonstrates cultural competence in everyday practices by facilitating the cultural awareness, knowledge and skills of all school personnel.
• The ability to connect with community members and donors/potential donors and marshal the support of stakeholders.
• Collaborative team player that can work with staff and volunteers and work independently.
• Ability to maintain donor confidentiality.
• Attention to detail and ability to produce accurate information in the most efficient manner possible.
• Ability to communicate effectively orally and in writing, with a broad range of internal and external constituents.
• High degree of comfort with multiple types of technology (CRM Databases ,Canva, , Email tools, Mail Merges, spreadsheets) and comfort proactively learning new technology and suggesting technology related solutions.
• Advanced skills in Google Suite and MS Office.

Required Experience:

• Work experience in an administrative or support role, preferably at an educational institution or nonprofit
• Ability to track multiple tasks, navigate competing priorities, and meet deadlines.
• Experience successfully organizing, managing and communicating with volunteers.
• Experience with databases and simple web editing software.
• Experience with Google Suite (gmail, google docs, google calendar, google slides)
• Any combination of education, training and experience which demonstrates the candidate is likely to possess the skills, knowledge, abilities, and trait characteristics essential for this position may be considered.

Preferred Education & Experience:

• Bachelor’s Degree or equivalent experience
• Any other combination of education, training and experience which demonstrates the candidate is likely to possess the skill, knowledge, ability and trait characteristics essential for this position may be considered.
• Previous event planning or support experience with large-scale auctions or other fundraisers.
• Comfortable with soliciting donations.
• Experience with graphic design/publications software (Canva, Adobe Creative suite).
• Experience with development CRM databases (ISP uses Raiser’s Edge).
• Culturally-responsive to an international community of diverse cultures and languages.
• Bilingual in Spanish, Mandarin, or Japanese is preferred but not necessary.

Working Conditions/Physical Requirements:

• The ability to potentially work overtime during peak event work is critical.
• Capable of traveling to multiple locations on school campus including up and down hills, lifting or otherwise carrying up to 25 pounds, traveling up/down flights of stairs, and sitting for long durations, typing for continuous hours on a computer keyboard, and reading information on a computer screen.
• Ability to travel occasionally in the Portland Metro area to attend meetings or for errands.
• Possess a valid driver’s license.

Why Join Us?

Impactful Work: Shape the culture of a diverse and supportive environment. Inclusive Team: Be part of a welcoming, collaborative, and dynamic workplace. Work-Life Balance: Enjoy flexible policies and health benefits that support your well-being.

At The International School of Portland, we believe that diversity enriches our community. We encourage candidates of all backgrounds to apply and join us in creating a workplace that is welcoming, equitable, and empowering for all.

Ready to Make a Difference? Easily apply today! Please submit your application and cover letter and resume here.