Advancement Administrative Assistant for the Office of Institutional Advancement

Berkeley Preparatory School is an independent, co-educational, Episcopal college preparatory school founded in 1960, located on an 86-acre campus in Tampa, Florida. The school serves 1,460 students in grades Pre-K through 12 and operates free of state and local government interference. Berkeley is committed to educating the whole child by nurturing intellectual, emotional, spiritual, and physical development while fostering an inclusive and diverse learning community.

About the role

The Advancement Assistant is an integral member of Berkeley Preparatory School’s Office of Institutional Advancement, overseeing fundraising, volunteer engagement, family and alumni relations, and Advancement communications. This role serves as a primary point of contact for donors, volunteers, alumni, parents, faculty, staff, and school leadership, playing a vital role in advancing the School’s philanthropic and engagement goals. The position provides comprehensive administrative, operational, and programmatic support for fundraising and constituent engagement initiatives.

Responsibilities

• Office Administration and Operations
  • Manage the daily operations of the Office of Institutional Advancement and provide administrative support to the Director of Institutional Advancement and the Advancement team.
  • Maintain calendars for the Director of Institutional Advancement, Advancement Office, and designated campus meeting spaces.
  • Coordinate and schedule meetings, appointments, and campus events, ensuring complete and accurate calendar details.
  • Approve and manage facility reservations for designated Advancement spaces, including the Board Room, Divers Alumni Room, and Vasiloudes Courtyard.
  • Develop and maintain comprehensive annual Advancement calendars, color-coded by program area, to coordinate fundraising, engagement, and stewardship activities and prevent scheduling conflicts.
  • Meet regularly with the Director of Institutional Advancement to coordinate priorities, follow-up activities, correspondence, reports, meetings, and events.
  • Organize Advancement staff meetings, including room reservations, agendas, reminders, and departmental schedules.
  • Assist in planning and coordinating annual department retreats and team-building activities.
  • Register staff members for professional development opportunities, conferences, and workshops.
  • Coordinate travel arrangements for the Director of Institutional Advancement and prepare detailed travel itineraries and supporting materials.
  • Order and maintain departmental office supplies and materials.
  • Process purchase orders, invoices, check requests, facility requests, maintenance requests, and catering requests.
  • Provide backup reception and visitor support as needed.
  • Coordinate employee recognition activities, team celebrations, and departmental events.
• Advancement Services and Database Support
  • Provide administrative and operational support for Advancement Services and donor database management.
  • Assist with gift processing and gift acknowledgment procedures.
  • Prepare gift batch prelists and supporting documentation.
  • Provide backup support for gift entry and acknowledgment processes in Raiser’s Edge.
  • Enter and maintain constituent records, contact reports, event attendance records, and related database information.
  • Assist with database requests, distribution lists, and email list generation.
  • Support data integrity and quality assurance initiatives.
• Event Management and Advancement Programs
  • Coordinate administrative and logistical support for Advancement-sponsored events and school-wide engagement activities.
  • Support the planning and execution of fundraising, alumni, parent, volunteer, stewardship, and cultivation events.
  • Coordinate invitations, registrations, guest tracking, name tags, attendee lists, and event communications.
  • Support event logistics including facility reservations, catering, rentals, audiovisual needs, and event setup.
  • Support the development and implementation of event-day procedures, including registration, check-in, and post-event follow-up.
• Volunteer and Berkeley Blazers Support
  • Provide administrative and organizational support for volunteer programs and the Berkeley Blazers organization.
  • Maintain accurate membership records and rosters.
  • Track dues-paying members and membership renewals.
  • Coordinate annual membership renewal and recruitment communications.
  • Produce and distribute the annual Berkeley Blazers Directory.
  • Coordinate invitations, registrations, catering, meeting materials, room setup, agendas, and name tags.
  • Support volunteer leaders with communications, reports, scheduling, and administrative needs.
  • Provide timely follow-up and support for volunteer initiatives and activities.
• Donor Relations and Stewardship Support
  • Support donor engagement, stewardship, and cultivation activities under the direction of Advancement leadership.
  • Assist with the coordination of meetings involving the Head of School, current families, prospective donors, and volunteers.
  • Prepare donor packets, informational materials, and presentation resources.
  • Support stewardship and cultivation events through invitation management, response tracking, and event coordination.
  • Assist with Capital Campaign committee meetings and related administrative activities.
  • Coordinate donor recognition efforts, including donor signage and recognition displays across campus.
  • Maintain records related to donor recognition and stewardship activities.
• Annual Giving Reporting and Financial Tracking
  • Provide reporting and administrative support for fundraising, events, and volunteer engagement activities.
  • Create and maintain reports, spreadsheets, donor lists, and tracking systems.
  • Monitor event registrations, participation, and financial activity.
  • Maintain accurate records for volunteer and donor engagement initiatives.
  • Assist with benchmarking and performance reporting.
  • Support internal and external reporting needs for Advancement leadership and volunteers.

Benefits

This is a full-time, salary, non-exempt position with full benefits. The compensation package is very competitive nationally and commensurate with experience, degree attainment, and the national independent school and college markets.