Administrative Assistant

Description

Job Title: Administrative Assistant 5 – WPS Foundation

Position Function: The Wichita Public Schools Foundation (WPSF) is seeking a highly organized, detail-oriented, and mission-driven Administrative Assistant to provide essential administrative, operational, and donor support to the Executive Director and Foundation team. This position plays an integral role in ensuring smooth day-to-day office operations, supporting fundraising activities, maintaining donor and financial records, assisting with communications, and helping coordinate Foundation events and Board functions.

• Employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave.
• Any deviation from assigned hours must have prior approval from the employee's supervisor or building administrator.
• All employees are required to report to work dressed in a manner that reflects a positive image of the organization and is appropriate for their position.

Assists with special projects and other tasks, as assigned by the Executive Director.

This position may require the ability to use SMART boards and iPads in addition to basic office equipment such as computers, copiers, scanners, and fax machines. Must always comply with WPS guidelines for equipment use.

Limited travel between schools and central offices may be required.

• Ability to work flexible hours when required, including occasional evenings and weekends during major Foundation events.
• Work in standard office environments.
• Occasional overtime.
• Attendance at required meetings.

• Ability to create and maintain accurate records and manage confidential information.
• Ability to prioritize and manage multiple projects or change priorities quickly.
• Excellent written and verbal communication skills.
• Strong attention to detail, organization, and follow-through.
• Ability to work independently, exercise good judgment, and meet deadlines.
• Strong software competencies in Microsoft Excel, Word, PowerPoint, Outlook, and donor database systems.
• Knowledge of the Foundation's mission, purpose, goals, and the role of every employee in achieving them.

• Maintain an open line of communication with the Executive Director.
• Ability to provide effective and responsive service to donors, schools, students, staff, and community partners.
• Ability to effectively communicate with all levels of staff and external audiences.
• Professional and diplomatic demeanor and conduct in all interactions, both internally and externally.

• Administrative and Office Support:
  Serve as the primary administrative support to the Executive Director, including scheduling, correspondence, meeting preparation, and general office coordination.
• Answer phones, respond to inquiries, greet visitors, and provide responsive customer service to donors, staff, volunteers, and community partners.
• Maintain the Foundation office filing systems, electronic records, calendars, and operational documentation.
• Prepare and process mailings, donor communications, and other correspondence, including mail merges as needed.
• Office management duties, including ordering supplies, troubleshooting basic technology issues, and coordinating with Wichita Public Schools for services or repairs.
• Assist with preparation for Board meetings, donor meetings, and Foundation events by organizing materials, agendas, and packets.
• Donor Database and Gift Processing:
  Manage the Foundation donor database (Raiser's Edge), serving as the primary point person for gift entry, acknowledgements, reporting, and maintaining accurate donor records.
• Process charitable contributions including receipting, recording, depositing, and generating timely donor acknowledgements.
• Maintain accurate and organized donor, sponsor, and prospect information for fundraising and outreach efforts.
• Create reports, mailing lists, and donor communications as requested by the Executive Director.
• Track disbursements and ensure timely pulldown of funds in…