Advancement Operations Assistant at Tahoe Expedition Academy & Tahoe Summer Camps

Truckee, California, United States -

Full Time

Start Date

Immediate

Expiry Date

22 Sep, 26

Salary

32.0

Posted On

24 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Admissions Operations, Constituent Relations, Database Management, Customer Service, Project Management, Fundraising Operations, Event Coordination, Data Reconciliation, Stewardship, Technical Support, Written Communication, Verbal Communication

Industry

Description

ADVANCEMENT OPERATIONS ASSISTANT POSITION SUMMARY Tahoe Expedition Academy, a Pre-K through 12th grade independent school located in Truckee, California, seeks an Advancement Operations Assistant to support the school’s enrollment, constituent relations, and development operations. Reporting to the Director of Advancement, this position serves as the operational backbone for the Advancement Office, providing exceptional service to prospective families while managing the systems, data, and technologies that support enrollment and philanthropy efforts. Approximately 40% of this role is focused on admissions operations and family engagement, 30% on constituent systems and technology management, 20% on fundraising operations, and 10% on event support. The ideal candidate is highly organized, customer-service oriented, and comfortable learning and mastering multiple software platforms. This position requires exceptional attention to detail, strong project management skills, and a genuine enthusiasm for building relationships and creating a welcoming experience for prospective and current families. ESSENTIAL FUNCTIONS ADMISSIONS OPERATIONS & FAMILY ENGAGEMENT * Serve as the primary operational support for the admissions program and a welcoming first point of contact for prospective families. * Manage the admissions database and application process from inquiry through enrollment and onboarding. * Ensure timely and personalized communication with prospective families throughout the admissions process. * Coordinate admissions events including Open Houses, Information Sessions, tours, shadow visits, family coffees, and Welcome Events. * Schedule tours, shadow days, assessments, and family meetings. * Track applications and enrollment metrics and prepare regular reports for the Director of Advancement and school leadership. * Support re-enrollment efforts and new family onboarding. * Partner with the Marketing team to support admissions communications and enrollment initiatives. * Maintain accurate records and ensure a seamless experience for prospective and newly enrolled families. TECHNOLOGY & CONSTITUENT SYSTEMS MANAGEMENT * Serve as the primary administrator and power user for constituent and advancement systems. * Develop expertise in and manage multiple software platforms, including Finalsite, Clarity, Blackbaud, and OneCause. * Maintain database integrity and ensure accuracy of constituent records across platforms. * Perform regular audits, reporting, and data reconciliation. * Create reports and dashboards to support enrollment and advancement goals. * Identify opportunities to increase efficiency and improve constituent experiences through technology. * Provide technical and administrative support for online forms, giving pages, event registration systems, and communications platforms. * Learn and adapt to new technologies and software tools as needed to support the evolving needs of the Advancement Office. ADVANCEMENT OPERATIONS * Serve as database and stewardship support for the Advancement Office. * Process gifts, pledges, payments, stock transactions, and donor information, ensuring timely gift acknowledgements and tax receipts. * Facilitate reconciliation of gifts and pledges with the Business Office. * Generate reports for the Director of Advancement, school leadership, and Board of Trustees as needed. * Maintain alumni records and support alumni communications and engagement activities. * Support annual giving campaigns and future fundraising initiatives through data management, reporting, and stewardship activities. * Collaborate with the Marketing team on advancement-related communications and publications. EVENT SUPPORT * Assist with logistics, registrations, and technology for Open Houses, Grandparents & Special Friends Day, donor appreciation events, alumni gatherings, and the Annual Gala. * Coordinate event software and vendor communications as needed. * Complete post-event reporting and stewardship activities. GOALS In partnership with the Director of Advancement, support the successful execution of TEA’s enrollment and constituent engagement strategies through exceptional customer service, operational excellence, and effective use of technology. Help the school meet or exceed strategic goals for enrollment, retention, and philanthropy. GENERAL RESPONSIBILITIES * Support and further the School’s mission, vision, and values. * Actively engage in the life of the School and participate in related duties as needed. * Celebrate and promote diversity, equity, inclusion, and belonging in alignment with the School’s commitments and values. * Demonstrate respect toward all members of the school community, including students, families, faculty, staff, trustees, donors, alumni, and community partners. * Behave with professionalism, integrity, and respect in accordance with school and community expectations. * Abide by all school policies and procedures as outlined in the Employee Handbook. REQUIRED QUALIFICATIONS * Bachelor’s degree or equivalent professional experience. * Exceptional customer service and interpersonal skills. * Demonstrated aptitude and enthusiasm for learning and mastering multiple technology platforms and software systems. * Strong organizational skills and attention to detail. * High level of comfort working with databases, spreadsheets, and cloud-based software platforms. * Experience with, or willingness to become proficient in Finalsite, Clarity, Blackbaud, OneCause, and related systems. * Ability to manage multiple priorities and work independently. * Strong written and verbal communication skills. * Demonstrated professionalism, dependability, and discretion. * Positive attitude, growth mindset, sense of humor, and willingness to work collaboratively as part of a team. PREFERRED QUALIFICATIONS * Experience in admissions, enrollment management, customer relationship management, advancement operations, or customer service. * Experience with independent schools or nonprofit organizations. * Familiarity with Blackbaud, Finalsite, Clarity, OneCause, or similar CRM and event management platforms. * Familiarity with Canva, Figma, photo and video editing software is a bonus. * Interest in using technology to improve organizational efficiency and enhance the customer experience. PHYSICAL DEMANDS AND WORK ENVIRONMENT * Primarily office-based and expected to work on campus during regular business hours. * Occasional evening and weekend work required in support of events. * Ability to work occasionally in outdoor weather conditions consistent with the Lake Tahoe region. * Ability to lift, carry, and move materials and equipment weighing up to 50 pounds, including event supplies, signage, and boxes. POSITION DETAILS * Full-time, on-campus position averaging 40 hours per week, excluding school holiday weeks. * Regular office hours are Monday through Friday, approximately 8:00 a.m. to 4:30 p.m., with occasional evening and weekend commitments for events. * Hourly non exempt compensation: $25–$32 per hour depending on experience and qualifications. * Reports to the Director of Advancement.

Responsibilities

Provides operational support for admissions, constituent relations, and development, serving as the primary point of contact for prospective families. Manages advancement systems and data integrity while supporting fundraising operations and school events.