Advancement Operations Assistant

Overview

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.

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 One Cause.
• 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.

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…