California Independent Schools Business Officers Association

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Administrative Services Associate

  • 25 Jun 2020 8:36 AM
    Message # 9059712

    Administrative Services Associate

    Position: Administrative Services Associate

    Reports to: Director of Advancement and Director of Admissions

    Status: Full-time, hourly, non-exempt


    Gillispie School is an independent, coeducational day school located in downtown La Jolla, enrolling students from age two through Grade Six. Gillispie School’s mission is to provide educational excellence while serving as a springboard for children’s love of learning, creativity, and readiness for the future. To learn more, visit

    The School is seeking a detail-oriented professional with strong administrative and interpersonal skills to fulfill the position of Administrative Services Associate, handling data management and reporting, day-to-day constituent relations, scheduling, and event planning and execution in support of the Admissions and Advancement Departments of the School.

    Administrative Support

    • Provides administrative support to the Director of Advancement and Director of Admissions

    • Manages logistical details for meetings, programs, and selected events involving both departments

    • Organizes attendance, logistics, agenda, and materials preparation for a variety of meetings and takes meeting minutes as requested

    • Manages School databases (FACTS SIS and Giving), ensures the timely and accurate entering, updating, and tracking of data, as well as creates reports and lists when needed

    • Ensures that all gifts/pledges are entered quickly and accurately, that gift receipts are processed in a timely manner, and that revenue is reconciled with the Finance Department at least once monthly

    • Responds to and follows up on phone and online inquiries for Admissions Department

    • Schedules and prepares for appointments for both the Advancement and Admission Departments (campus tours, individual admissions assessments and campus visits with prospective students, meetings with each new family, donor/solicitation meetings, etc.)

    • Coordinates and executes mailings for both departments

    • Pulls data to help create promotional materials with a constant brand identity

    • Supports the Back to School online data collection process for families each summer and early fall

    • Provides administrative support with the process admission decision, re-enrollment, and enrollment workflows


    • Provides support for the planning and execution of School events

    • Staffs events to process on-site registrations as well as helps with set up and clean-up 

    • Coordinates event logistics and oversees/handles outside vendors

    • Manages online auction software logistics and the tracking of items

    • Tracks salient information for events such as attendance and revenue

    • Helps generate rosters, lists, nametags, and reports as needed

    Preferred Qualifications: 

    • Bachelor’s degree required 

    • Direct experience supporting admissions and advancement work, preferably in a school or non-profit setting

    • Flexibility, curiosity, and the ability to effectively problem-solve 

    • Excellent writing and public speaking skills

    • Attention to detail and exceptional computer and database management skills essential

    • Skilled in the use of systems such as FACTS SIS and FACTS Giving,Google platforms, and Excel

    • Strong project management skills

    • Proven ability to organize concurrent projects and meet deadlines with proactivity,  confidence, and composure under pressure

    • Ability to work independently and follow through on assignments with minimal direction

    • Demonstrated ability to function productively and collaboratively as part of a high-performing team

    • A willingness to be immersed in the life of the school and build relationships with students, families, and employees

    • Commitment to Gillispie’s Mission and Values and to an independent school education 

    • Personal warmth, positive attitude, and a deep commitment to constituents of all backgrounds

    • A commitment to completing other duties as assigned

    • Availability to be on site at the end of the fiscal and calendar year (i.e., during school holidays) to process and report gifts

    • Ability to lift and carry up to 35 pounds

    The salary and benefits are commensurate with qualifications and experience. Benefits include medical/dental/vision/403b retirement plan.

    Gillispie School does not discriminate on the basis of race, color, national or ethnic origin, ancestry, religion, age, gender, gender identity, gender expression, sex, sexual orientation, transgender status, marital status, registered domestic partner status, pregnancy status, military or veteran status, physical or mental disability, or on any other basis protected by federal, state, or local law, in the administration of our educational policies, admissions policies, financial aid, hiring, and other school-administered programs. 

    Please send your cover letter describing how your experience and skills will contribute to the position, along with your resume and salary requirements via email to No phone calls, please. 

    Last modified: 25 Jun 2020 8:39 AM | Anonymous member
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