The Permanente Medical Group, Inc. (Kaiser Permanente Northern California)
Northern & Central California, California
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This role serves as the first point of contact for campus visitors while also providing administrative support to the Advancement Office. The position plays a key role in ensuring a welcoming front desk experience and supporting the day-to-day operations of fundraising and advancement activities.
Essential Duties and Responsibilities
Reception and Front Desk Management
Provide exceptional customer service to all campus visitors, families, students, and faculty
Manage front desk operations:
Answer and route incoming calls and respond to general inquiries
Receive, sort, and distribute incoming mail and packages
Coordinate outgoing mail and deliveries
Facilitate student arrivals and departures during the school day
Maintain a clean, organized, and welcoming reception area
Manage campus store items (e.g., Fay Gear), including sales and inventory
Advancement Office Support
Database and Gift Processing
Maintain accurate constituent records in the donor database (e.g., Raiser’s Edge), including updates to contact information
Perform regular gift entry and process donations in a timely and accurate manner
Generate acknowledgement letters and pledge reminders
Support data integrity and organization of Advancement records
Administrative Support
Provide administrative support to the Director of Advancement and Advancement team
Assist with preparation of reports, mailings, and Advancement materials
Maintain organized files and records related to Advancement activities
Support general office coordination and workflow within the Advancement team
Events and Engagement
Provide support for Advancement events, including:
Assisting with invitations, RSVPs, and event materials
Preparing nametags, guest lists, and collateral
Attend school events as needed in support of Advancement initiatives
Competency Profile
Celebrates diversity and is proactively inclusive of all racial, cultural, socio-economic, religious, and gender groups.
Exhibits self-awareness and self-monitoring in identifying and solving school challenges.
Fosters collaboration among the team to ensure others are well informed of changes, initiatives, and progress.
Embraces feedback and a culture of continuous improvement.
Displays attitudes and actions that contribute to a healthy and collegial culture.
Supports and actively promotes the organization.
Strong written and verbal communication skills
Excellent organizational skills and attention to detail
Ability to manage multiple tasks and prioritize effectively
Strong interpersonal and customer service orientation
Ability to maintain confidentiality and handle sensitive information with discretion
Works both independently and collaboratively as part of a team
Contributes positively to a collegial and mission-driven school culture
Willing and able to routinely and appropriately use personal smartphone to utilize school apps to communicate, collaborate, and fulfill responsibilities as outlined in this Performance Profile.
Qualifications
Prior reception, administrative, or development experience preferred
Experience working in a school or nonprofit environment preferred
Bachelor’s degree required
Proficiency in Microsoft Office required
Experience with Raiser’s Edge or similar donor database required
Strong interpersonal and customer service skills required
Physical Requirements and Work Environment
Ability to sit or stand for extended periods
Ability to move about campus and perform light physical tasks (e.g., lifting up to 20 lbs)
Ability to work indoors and outdoors in varying conditions as needed
School Mission:The Fay School is a nonsectarian, not-for-profit, co-educational school in which children of diverse talents and backgrounds with strong academic abilities are offered a high-quality education in a secure, enriching, and academically challenging environment. Here children learn and grow intellectually, physically, socially, ethically, and artistically while developing self-confidence and a lifelong love of learning through an active partnership among educators, parents, and students.
School Vision:Anchored to a challenging, engaging, and relevant academic program, The Fay School’s Leadership Development Program distinguishes itself among all other schools in Houston. Grounded in both emotional intelligence and human capital strategy, The Fay School’s vision is to deliberately build and educate the next generation of leaders for our world. Our students experience leadership training and curriculum reserved for Fortune 500 companies, and they graduate from Fay with skills that will serve them for a lifetime.