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Friday, November 17, 2017

Job Details

Office Coordinator

Job Type: Clerical/Adminisrative Support

Organization: Alamo Heights School Foundation

Application Closing Date: 10/1/2017

Job Description:

School Foundation Office Coordinator - San Antonio

 Position Profile:  Public school foundation seeks office coordinator who works in partnership with two other staff and reports to the Executive Director. Position serves as a conduit for information between foundation volunteer leadership and community. Manages basic office functions with the most important being accurate donor database management, creation of fundraising reports and donor interface, as well as some simple bookkeeping.

Primary Responsibilities:

·         Assist in the management of the office in a manner consistent with the values of the Foundation and school district.

·         Serve as the primary point of contact for administrative and clerical support for the Executive Director, which includes general office functions, production of mailings, scheduling meetings, deliveries and handling of incoming and outgoing phone calls.

·         Assist in all office management activities, including ordering and managing office supplies, tracking of expenses and collection of data for reports to Foundation and District leadership as needed.

·         Provide support with fundraising activities, which include events such as the annual “gala” dinner and auction, annual giving campaigns, endowment campaigns, and donor recognition programs.

·         Coordinate Scholarship and Grants Application process and provide support for selection committees.

·         Maintenance of the donor database (Raiser’s Edge) including daily gift data entry and acknowledgements, donor account updates, tracking event attendance, prospect notes, and any other data entry as needed.  Generate weekly progress reports and monthly reconciliation reports.

·         Provide basic bookkeeping support for the Foundation office, including accounts payable/receivable, processing deposits and running financial reports (QuickBooks).  Book monthly recurring gifts/pledges and invoicing where needed.

·         Provide staff support for all special events and activities conducted by the Foundation Office. Assist with monthly Board Meetings and record minutes.

·         Other duties as assigned.

Special Skills/Qualities:

·         General office equipment and operational skills, including phone etiquette, copy machine operation, computer operation, Microsoft Office Suite.  Proficiency with Excel spreadsheets and basic knowledge of QuickBooks.

·         Strong understanding of database software functionality and management as well as openness to learn new computer programs.  Experience with Raiser’s Edge donor management software is an asset.

·         Great people skills and discretion essential. Professional manner and appearance required.

·         Ability to effectively handle and prioritize multiple projects and deadlines. Ability to work independently as well as part of a small team. Occasional evening/weekend work may be required.

·         Two to three years of administrative assistant type experience. Some college with an Associate’s or Bachelor’s degree preferred.

Please send letter of interest and resume with salary history to:   No phone calls please!


Location: 7101 Broadway
San Antonio, TX 78209


Contact Information

Name:Dianne Hughes

Phone Number:2108325957

Fax Number:


Web Site



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