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Administrative Assistant, Alumni/Development Office

Administrative Assistant, Alumni Development Office

The Administrative Assistant is a support staff-level position. The person in this position will provide administrative support to the alumni / development team, including participation in and support of department-wide events and fund-raising activities.  This individual has primary responsibility for providing a full range of administrative support for the members of the development team.  The assistant assists with the coordination of a range of complex fundraising activities and special events, often including high-level attendees.

Responsibilities include but not limited to:
* Confidentially coordinates the gift entry process and credit card handling procedures for the department and provides daily transmittal reports to the Business Office
* Prepares confidential development-specific materials needed for personal visits, database management, and donor and campaign gift reporting
* Manages a range of monthly reporting functions including running reports, analyzing and translating data as required for distribution
* Provides support for numerous special events including but not limited to alumni gatherings, golf tournaments, auctions, Homecoming, Grandparents’ Day, Reunion Weekend, etc.
* Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies
* Maintains a clean, professional, well-organized office and electronic and physical filing system
* Additional tasks as required for administrative support of the Development function as a whole

Qualifications:
* Bachelor's degree or equivalent combination of education/experience.
* Minimum of 2 - 5 years of working in a professional environment.
* Thorough knowledge of office management practices.
* Superior communication skills in written and verbal formats.
* Proficiency in MS Office programs (Word, Excel, PowerPoint) and Gmail/Google Calendars is required; Filemaker database experience is strongly preferred.
* Proficiency in both Mac and PC platforms.
* Significant demonstrated experience that proves efficiency and effectiveness of organization and time-management skills, as well as the ability to independently manage and follow up on multiple projects simultaneously.
* Must be flexible and able to thrive in a fast-paced, ever-changing environment.
* Professional appearance, demeanor and sense of humor.
* Exceptional self-motivation, integrity, and creativity.
* Ability to interact professionally and effectively with staff, students and alumni.
* A commitment to support the School’s mission and values.

As a college preparatory school, Wyoming Seminary seeks to create active learners, responsible citizens, community leaders, and ethical individuals ready to take their place in the global community of the 21st century. The student body of more than 800 includes students in the Upper School in Kingston and grades toddler through eighth grade at the Lower School in Forty Fort.

To apply for the position, please send your cover letter and resume to John Shafer, Vice President of Advancement, Wyoming Seminary, 201 North Sprague Avenue, Kingston, PA 18704-3593 or jshafer@wyomingseminary.org.

Wyoming Seminary does not discriminate on the basis of color, sexual orientation, national or ethnic origin in the administration of its educational policies, admission policies, scholarship and loan programs, or athletic or other school-administered programs. EOE

 

Accountant, Business Office

Accountant, Business Office

Wyoming Seminary seeks a full-time accountant to join the school's business office. The duties of the accountant are as follows:

General Ledger
• Maintains General Ledger accounting system, including addition of new accounts and projects, change/inactivation of certain accounts, revision/addition of budgets
• Maintains necessary documentation/spreadsheets reconciling general ledger accounts
• Prepares general journal entries including: investments, gift receipts, pledged donations, student billing, fixed assets, loans/ bonds, interest rate swaps, inventories, online event registrations, summer programs, certain misc. cash receipts, and other adjustments.
• Performs/reviews monthly/quarterly soft-close of all general ledger accounts and ensures that regular close and reconciliation procedures are performed
• Prepares reports/financial statements for review
• Manages fixed assets system and reviews purchases for items to be capitalized

Audit
• Coordinates and prepares documentation for audit requests
• Implements any required audit adjustments or suggestions
• Assists in monitoring, evaluating, implementing and documenting accounting policies and procedures to identify changes that would increase internal controls, efficiencies, and the accuracy of the accounting records

Gift Accounting
• Works closely with Advancement office in preparation of journal entries for Advancement Gifts
• Meets regularly with Advancement office to ensure accounts are in agreement with Business Office including: unrestricted annual giving, restricted annual giving, campaign giving and pledges, endowment giving and pledges
• Maintains spreadsheets detailing gift receivables and net assets; makes appropriate entries in general ledger to relieve restricted gifts when restrictions have been met
• Books and monitors pledge balances

Payroll and Human Resources
• Processes monthly staff and admin payroll, bi-weekly maintenance payroll and bi-monthly summer programs payroll. Assists in compliance and on-boarding of Summer Programs Staff
• Reviews and posts general ledger entries reflecting payrolls and cost center allocations

Budgeting
• Assists in development of the annual budget
• Assists in monitoring year-to-date budget performance and creates analytical analysis for review by the Finance Committee

Qualifications for this position are as follows:
• Bachelor’s degree in business administration or accounting
• Minimum of 3 – 5 years working in a professional office setting
• Proficiency in MS Office programs, primarily Excel, and ADP payroll processing software
• Must be motivated and willing to take on process improvement challenges
• Experience in higher education setting a plus
 

As a college preparatory school, Wyoming Seminary seeks to create active learners, responsible citizens, community leaders, and ethical individuals ready to take their place in the global community of the 21st century. The student body of more than 800 includes students in the Upper School in Kingston and grades toddler through eighth grade at the Lower School in Forty Fort.

To apply for the position, please send your cover letter and resume to Julie Calabro, Chief Financial Officer, Wyoming Seminary, 201 North Sprague Avenue, Kingston, PA 18704-3593 or jcalabro@wyomingseminary.org.

Wyoming Seminary does not discriminate on the basis of color, sexual orientation, national or ethnic origin in the administration of its educational policies, admission policies, scholarship and loan programs, or athletic or other school-administered programs. EOE

 

 

 

Director of Alumni Programs

Director of Alumni Programs

Reporting to the Vice President of Advancement, the Director of Alumni Programs oversees all aspects of alumni programs for the School both on and off campus, and serves as the chief liaison with the Wyoming Seminary Alumni Council. The Director is chiefly responsible for the creation and oversight of a comprehensive program of events and activities intended to engage the Sem alumni community and enhance understanding of the School’s mission. The successful individual will be a dynamic leader who has vision and passion to create and implement strategic annual and long-term plans, programs, and leadership opportunities designed to involve alumni through programs and activities that encourage reconnecting and development of life-long relationships within the Sem community. This person should be a collaborative leader who will work closely with partners throughout the School, alumni volunteer leaders, and colleagues in the Alumni/Development office to implement innovative programs and strategies that have broad impact on overall engagement.

Responsibilities include but not limited to:

• Serve as the School’s liaison to the Wyoming Seminary Alumni Council and its volunteer leadership. Work closely with the Alumni Council President in creating and executing strategy and plans. Help to facilitate and direct the Council’s energy and efforts toward supporting the greater alumni constituency while always supporting the goals and mission of the School.

• Coordinate all aspects and details of major alumni events on campus such as Homecoming, Reunion Weekend, the annual Rusty Flack Golf Tournament, etc. to maximize attendance. As an event coordinator, provide planning and oversight of the multiplicity of details involved in holding these events from inception, through execution to follow up and evaluation.

• Enhance the active alumni network through identification, involvement and investment of alumni. Work to engage alumni in the life of the School (events, communications, networking, annual giving, student recruitment, etc.) Help to find ways to increase strategic use of social media.

• Further develop a robust regional alumni gathering program to engage and involve Sem alumni around the country and indeed around the world with events in their home area. Coordinate travel to and from cities across the United States. Work with catering departments at private clubs, restaurants, etc. to make arrangements to hold the Sem events. Partner with alumni in each regional area to encourage engagement and attendance at these events.

• Collaborate with the Communications Office on coordinating the design, story lines and productions of the School’s magazine, the Wyoming Seminary Journal.

• Work closely with the Vice President of Advancement and the Director of Annual Giving to create and implement a robust strategy to increase alumni giving participation through development of key programs to acquire donors, and to strengthen the ongoing participation of previous donors.

• Work with others in the Advancement division toward the continuing development of web-based outreach tools designed to meet the needs of the alumni community as well as to attract and engage further participation. Direct involvement with, and posting on, various social media platforms including Facebook, LinkedIn, Instagram, etc.

• Create and introduce student engagement programming plans to connect current students to the global alumni network of professionals and educate them about their lifelong role as Sem alumni.

• Other duties as assigned.


Qualifications:

• Bachelor’s degree (master’s degree preferred) and three to five years of alumni/advancement experience.
• Demonstrated leadership and an ability to manage multiple and complex assignments.
• A passion for education and in particular a willingness to support all aspects of Wyoming Seminary’s unique identity and mission.
• Strong interpersonal skills are needed to work collaboratively with the alumni/development team and volunteers; a sense of humor is a must.
• Highly organized, attentive to detail and committed to excellence.
• Experience working with active, involved volunteer leadership.
• Knowledge and experience with direct mail and telemarketing, as well as online and social media strategies.
• Excellent written and verbal communication skills, time management, strong organizational, listening and group facilitation skills.
• Possess strong computer and analytical skills.
• A willingness to travel and work weekends/evenings.

As a college preparatory school, Wyoming Seminary, located in the picturesque area of northeast Pennsylvania, seeks to create active learners, responsible citizens, community leaders, and ethical individuals ready to take their place in the global community of the 21st century. True to our traditions and our values, Wyoming Seminary is committed to supporting promising students from varied backgrounds. The student body of 818 consists of 486 students in grades nine through 12, including 13 postgraduates. The Upper School population features a broad diversity of ethnic, religious, cultural and economic backgrounds, and the 174 boarding students from 18 states and 35 countries provides an opportunity for the school to create a vibrant international community. The Lower School campus in Forty Fort enrolls 332 students in grades toddler through eighth grade.


To apply for the position, please send your cover letter and resume to jshafer@wyomingseminary.org.

Wyoming Seminary does not discriminate on the basis of color, sexual orientation, national or ethnic origin in the administration of its educational policies, admission policies, scholarship and loan programs, or athletic or other school-administered programs. EOE

 

Facilities Foreperson

Facilities Foreperson

Reporting to the Physical Plant Manager, the Facilities Foreperson oversees the housekeeping department and performs a variety of cleaning responsibilities. They manage various projects as assigned. They manage personnel, material, and cleaning resources that are necessary to maintain high standards of cleanliness throughout the campus. They ensure that healthy, safe, and sanitary conditions are maintained at a high standard.

Responsibilities included but not limited to:

• Oversee, instruct, and assist with the training of housekeeping staff including health & safety policies and procedures
• Conduct inspections of each housekeeper’s area on a routine basis.
• Check and ensure the cleanliness and preparedness of campus spaces.
• Attend work related meeting and conferences, as approved.
• Maintain appropriate inventory of all related cleaning supplies and associated products.  Review and recommend the application of new or different types of cleaning products or equipment
• Perform all necessary paperwork, office procedures, and associated administrative responsibilities.
• Perform maintenance tasks in areas qualified.  Performs cleaning tasks as required.
• The ability to work evenings and weekends as required is necessary
• Respond to any emergency call during or after normal working hours.
• Perform other duties as may be assigned by supervisor.
• Promote harmonious relationships and teamwork within the housekeeping department and with others in the school community.
• Oversee outside contractors, as assigned by supervisor, to ensure successful project results including: fiscal management; coordination with the school’s schedule; and timely completion.
• Assist and coordinate with the Maintenance Foreperson to support various school events and projects.
• Ensure the preparedness of residential facilities for regular school year and summer school programs.
• Assist with outside work, snow removal, and event set-up as needed.

 
Physical Demands:

Work is medium to heavy. Walks, lifts, carries, moves, and operates buffing, scrubbing, and other cleaning machines and equipment. Climbs and balances at various heights, stoops, kneels, crouches and crawls in the performance of duties. Works inside and outside. Exposed to various temperatures and working conditions. Must be able to perform the physical job demands and pass the placement physical examination.

Qualifications:

High school diploma required, undergraduate technical degree desired. Valid PA Driver’s License required. Previous supervisory experience required. Ability to acquire all clearances required to work in a school. Ability to understand and follow oral and written instructions. Ability to give instructions and provide training for personnel. Previous institutional or commercial cleaning experience required. Knowledge and experience with floor care required. Experience with interpreting building design drawings desired. Must be motivated and promote teamwork. Must be highly organized, attentive to detail, and committed to excellence.

As a college preparatory school, Wyoming Seminary, located in the picturesque area of northeast Pennsylvania, seeks to create active learners, responsible citizens, community leaders, and ethical individuals ready to take their place in the global community of the 21st century. True to our traditions and our values, Wyoming Seminary is committed to supporting promising students from varied backgrounds. The student body of 818 consists of 486 students in grades nine through 12, including 13 postgraduates. The Upper School population features a broad diversity of ethnic, religious, cultural and economic backgrounds, and the 174 boarding students from 18 states and 35 countries provides an opportunity for the school to create a vibrant international community. The Lower School campus in Forty Fort enrolls 332 students in grades toddler through eighth grade.

To apply for this position, please send your application and resume via mail to Anne Newhart, Wyoming Seminary Maintenance Dept., Wyoming Seminary, 201 North Sprague Ave., Kingston, PA 18704 or email anewhart@wyomingseminary.org. No phone calls, please. EOE