We’re hiring!
Come join our team to ensure Vashon’s kids have the best public education Vashon has to offer. We’re hiring for a crucial administrator for our team – so if you’re highly organized, a strong communicator, lead with customer service and unafraid of organizing data, this could be a great fit for you.
Administrative Coordinator, Vashon Schools Foundation
About Vashon Schools Foundation
Vashon Schools Foundation (VSF) raises critical funds to invest in our thriving public schools that educate and empower our island’s students. Established in 2010, VSF has raised more than $3 million to provide for the students and educators of our school district. From place based science opportunities to cutting-edge curriculum and addressing students socio-emotional well being to funding enhanced education opportunities that are uniquely Vashon, VSF has made valuable investments and a lasting impact on our island schools and the futures of our kids.
About the Role
A crucial role for VSF, the Administrative Coordinator provides support to ensure the organization meets its fundraising goals for the Vashon Island School District and runs the day to day operations of the organization. This position supports the foundation’s annual cycle of fundraising, coordinates board meetings and materials needed for meetings, helps to ensure the organization meets required state and federal nonprofit compliance, maintains donor records and ensures timely gift acknowledgment. The Administrative Coordinator must be able to integrate with the foundation board, assess needs, and interact with a wide variety of internal and external constituencies at varying leadership levels. This is an exciting opportunity for someone who is committed to public education, is highly organized, a creative problem solver, collaborative, loves learning new skills and is self-directed.
Job Classification: part-time, non-exempt, hourly
Reports to: VSF president
Pays: $25 – $35/hour (DOE)
Time: average of 10-15 hours/week with need for flexibility during the busiest campaigns (typically in April, May and October – December) for a max of 30 hours/week.
Benefits: Flexible schedule, work from home (local to Vashon preferable). Please note that we are unable to provide medical benefits at this time.
What You’ll Do
VSF Board
• Attend monthly VSF board meetings
• Prepare agenda as directed by board president
• Prepare fundraising update –pledges and donations
• Prepare meeting packet and distribute at meetings
• Schedule meeting space and/or Zoom
• Send meeting recap with action items as needed
• Board recruitment – maintain list and status of potential board members
• Maintain and distribute board roster
• Participate in committee meetings as needed and coordinate activities as directed
• Prepare annual funding request survey
Development/Donor Stewardship
• Participate in campaign activities as needed
• Assist with the planning and coordination of donor events
• Update board steward donor lists and provide donor/donation information.
• GiveBiG – update VSF profile, respond to need information for organization participation by required deadlines.
• Placement of posters, sandwich boards during campaigns as needed. Secure community bulletin boards (e.g. Vashon Park District)
• Respond to donor inquiries or distribute to appropriate board member for response
• Maintain donor database – enter donations, update records and run reports as requested. • Recognize donations and pledges – create thank yous (emails and letters), year-end tax receipts. • Prepared required information for employer matching gifts and maintain online portals.
Communications
• Maintain and update website content
• Website postings
• Assist with developing campaign talking points, scripts for presentations and outreach
• Assist with content development for email, posters, community wide mailers, annual year-end holiday card
• Project manage fundraising campaigns including collecting copy, assets and coordinating with outside vendors to meet deadlines (e.g. designer and mail house)
• Prepare and send email content via Constant Contact.
FACE (Family and Community Engagement)
• Place orders for events, activities as requested
• Maintain Square reader account for point of purchase sales
• Prepare expense reports for reimbursement
• Maintain Signup Genius account
Administrative
• Maintain VSF Google Calendar
• Maintain and organize VSF files on Google Drive and Dropbox
• Monitor and respond to email from board member and donors (as needed)
• Provide month end back up for financials: PayPal, Chase, EFT deposits, expenses. (Dropbox)
• Post office, mail pick up
• Bank deposits – copy checks, maintain deposit log
• Expenses – prepare expense reports and collect receipt backup for accountant
• Manage PayPal account, transfer funds to VSF bank account and download reports as needed
• Prepare annual state fillings: WA SOS annual report, annual registration.
• Maintain VSF Directors and Officer’s insurance
• Provide needed information as directed by accountant for 990 annual return and annual audit
• Order office supplies
• Other duties as assigned
Would be great if you know about
• Vashon Public Schools
• Vashon Community
• WA Public School funding
• Development
• General knowledge of nonprofit management a plus
Skills you’ll have
• Strong Communication
• Customer service lens
• Working knowledge of Microsoft office, Adobe, Word Press, Google, Canva and comfortable using databases
• General knowledge of bookkeeping or accounting a plus
You will work with
• VSF board members
• VISD staff
• Community members
• Partner organization leadership
• Community non-profit groups