Advancement & Alumni Relations Administrative Assistant

Our Advancement & Alumni Relations (AAR) Department Administrative Assistant maintains accurate database records for all of Fryeburg Academy’s alumni, past employees, and external partners. They are comfortable with research and data management and have natural instincts for building and cultivating relationships. As the face of the 686 house, they have a friendly demeanor and welcome all visitors and staff. This person also plays an integral role in organizing and planning the Academy’s reunion weekend activities and events each year. Our employees are individuals who enjoy working in a campus setting and take pride in making our school a positive reflection of our commitment to our students, staff, and community. This 12-month part-time hourly position reports to the Director of Advancement & Alumni Relations.

Key Duties and Responsibilities

• Works with the AAR Associate to maintain and update records in Raiser’s Edge Fundraising Software, with a focus on researching and updating young alumni records, locating lost alumni through phone calls, WhitePages, and social media, and proactively reaching out to alumni and friends of the Academy to update information, thanking them for support, strengthening connections, and maintaining positive, ongoing relationships.
• Maintains personal knowledge of FA’s alumni base in all areas
• Assists in collecting and communicating alumni-interest items to the alumni base across multiple venues – website, social media, shared photography, community events, information delivery, event coverage, Scenes magazine, e-newsletters.
• Assists in the execution of the annual Academy Fund success --- mailing of fall and spring appeal letters, Scenes magazine, and annual report to donors
• Shares responsibility in organizing, promoting, and staffing Reunion Weekend, Hall of Excellence, and other alumni and advancement events as needed
• Collaborates with the AAR Associate on year-end scholarships and award preparation.
• Collects and processes daily AAR mail (ingoing and outgoing), generates thank you notes, and delivers deposits to the business office.
• Oversees obituary record management in the database, website, and mailings.
• Welcomes visitors to 686 House and serves as “house manager” (alumni, friends, admissions candidates), including maintaining advancement/admission material inventory and calendars.

Qualifying Skills, Education, and Experience

• Bachelor’s degree (B.A. or B.S.) preferred, but not required
• Strong proficiency with databases, Google Workspace (Docs, Sheets), Microsoft Office spreadsheets, email, and social media platforms
• Strong organizational and multitasking skills; ability to prioritize competing tasks
• Possesses excellent oral and written communication skills and has meticulous attention to detail
• FA alumni status is a plus
• All offers of employment are contingent on a cleared background check from the company of our choosing.
• All Fryeburg Academy employees are subject to and must hold a Maine Dept of Education Criminal History Record Check (CHRC) Approval.
• Fryeburg Academy is an Equal Opportunity Employer

Position Type: Part-time
Anticipated Wage Range: $20 - $25/ hr

Pay: $20.00 - $25.00 per hour

Expected hours: No more than 30.0 per week

Work Location: In person