Administrative Assistant – Admissions & Development

FLSA Classification: Nonexempt
Departments: Admissions & Development
Employment: Full-time, in person
Reports to: Directors of Admissions & Development
Hours: Monday–Thursday: 7:45 a.m. – 4:15 p.m., Friday: 7:45 a.m. – 1:45 p.m., with occasional evenings/Sundays

About Our School

Hebrew Academy is a Modern Orthodox Jewish day school committed to academic excellence, spiritual growth, and character development. We provide a warm and inspiring educational environment for students from 3 months old through 12th grade. Rooted in Torah values and committed to cultivating future leaders, Hebrew Academy fosters a sense of responsibility to the Jewish people, Am Yisrael, and the broader world.

Position Overview

The Administrative Assistant provides comprehensive administrative support to both the Admissions and Development departments, acting as a welcoming first point of contact, maintaining professionalism, ensuring data accuracy, and assisting with events. This pivotal role supports prospective families, donors, and the Directors of Admissions & Development to ensure smooth operations and excellent service.

Key Duties & Responsibilities

Admissions Support

• Greet and assist prospective students, families, and visitors in person, via phone, and email
• Manage communications including emails, letters/mailings, and phone calls
• Maintain accurate and up-to-date applicant records in the admissions database
• Process application materials, ensure completeness of applicant files
• Prepare admissions packets, reports, and marketing materials as needed
• Schedule tours, interviews, open houses, shadow days and admissions-related meetings
• Prepare materials and facilitate follow-up
• Assist with admissions event logistics: registration, RSVPs, packets, and on-site coordination

Development Support

• Greet and assist donors and prospective donors in person, via phone, or email
• Manage and help prepare communications related to development, including thank-you letters, mailings, and updates
• Ensure accurate recordkeeping of donations and acknowledgments
• Support data entry and maintain donor and prospect information in the development database
• Assist with preparing materials for donor outreach and stewardship
• Maintain organized records of meeting notes, agendas, and action items
• Assist with development-related event logistics, such as preparing materials, coordinating RSVPs and guest lists, and providing on-site support
• Assist in ordering and organizing materials related to fundraising efforts

General Office Support

• Provide clerical support: filing, copying, scanning, data entry, mail distribution, office supply management
• Maintain calendars for the Director of Admissions and the Director of Development
• Serve as a liaison between the Admissions and Development teams and other departments
• Perform additional duties as assigned

Qualifications & Success Factors

Required Skills & Attributes

• Must be able to handle confidential data with sensitivity and discretion
• Customer-service oriented demeanor
• Excellent verbal and written communication skills
• Exceptional organizational skills with high attention to detail
• Ability and adaptability to work in a fast-paced environment, meet deadlines, prioritize tasks, multi-task, and respond to urgent matters
• Comfortable working both independently and collaboratively across teams

Education & Experience

• Associate's or Bachelor's preferred
• Previous administrative or clerical experience, preferably in a school, nonprofit, or fundraising setting

Technical Requirements

• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and familiarity with Google Drive and Canva
• Familiarity with Veracross or other CRMs is a plus
• Valid Florida driver's license & clean background check required

Work Environment & Benefits

This position operates in a professional office setting within a school. Occasional evening or Sunday work may be required during peak admissions seasons, fundraising campaigns, or school events.

Benefits Include:

• Competitive salary and benefits package
• Days off include all Jewish holidays and PTO
• Early dismissal on Fridays in observance of Shabbat

To Apply

Interested candidates should submit their resume and cover letter.