Administrative Assistant 5 (2025-2026 School Year)

Wichita Public Schools•Wichita, KS

6h•Onsite

About The Position

The Wichita Public Schools Foundation (WPSF) is seeking a highly organized, detail-oriented, and mission-driven Administrative Assistant to provide essential administrative, operational, and donor support to the Executive Director and Foundation team. This position plays an integral role in ensuring smooth day-to-day office operations, supporting fundraising activities, maintaining donor and financial records, assisting with communications, and helping coordinate Foundation events and Board functions.

Requirements

High school diploma required; Associate or Bachelor's degree preferred.
At least 2-3 years of experience in administrative support, office operations, nonprofit, education, or related field preferred.
Knowledge of CRM databases, preferably Raiser's Edge and Blackbaud systems.
Strong customer service mindset and commitment to supporting Wichita Public Schools students and staff.
Ability to create and maintain accurate records and manage confidential information.
Ability to prioritize and manage multiple projects or change priorities quickly.
Excellent written and verbal communication skills.
Strong attention to detail, organization, and follow-through.
Ability to work independently, exercise good judgment, and meet deadlines.
Strong software competencies in Microsoft Excel, Word, PowerPoint, Outlook, and donor database systems.
Knowledge of the Foundation's mission, purpose, goals, and the role of every employee in achieving them.
Maintain an open line of communication with the Executive Director.
Ability to provide effective and responsive service to donors, schools, students, staff, and community partners.
Ability to effectively communicate with all levels of staff and external audiences.
Professional and diplomatic demeanor and conduct in all interactions, both internally and externally.
Employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave.
Any deviation from assigned hours must have prior approval from the employee's supervisor or building administrator.
All employees are required to report to work dressed in a manner that reflects a positive image oust 259 and is appropriate for their position.
This position may require the ability to use SMART boards and iPads in addition to basic office equipment such as computers, copiers, scanners, and fax machines. Must always comply with WPS guidelines for equipment use.
Ability to work flexible hours when required, including occasional evenings and weekends during major Foundation events.
Work in standard office environments.
Attendance at required meetings.

Nice To Haves

Experience with donor relations, bookkeeping, fundraising support, or event coordination is a plus.

Responsibilities

Serve as the primary administrative support to the Executive Director, including scheduling, correspondence, meeting preparation, and general office coordination.
Answer phones, respond to inquiries, greet visitors, and provide responsive customer service to donors, staff, volunteers, and community partners.
Maintain the Foundation office filing systems, electronic records, calendars, and operational documentation.
Prepare and process mailings, donor communications, and other correspondence, including mail merges as needed.
Office management duties, including ordering supplies, troubleshooting basic technology issues, and coordinating with Wichita Public Schools for services or repairs.
Assist with preparation for Board meetings, donor meetings, and Foundation events by organizing materials, agendas, and packets.
Manage the Foundation donor database (Raiser's Edge), serving as the primary point person for gift entry, acknowledgements, reporting, and maintaining accurate donor records.
Process charitable contributions including receipting, recording, depositing, and generating timely donor acknowledgements.
Maintain accurate and organized donor, sponsor, and prospect information for fundraising and outreach efforts.
Create reports, mailing lists, and donor communications as requested by the Executive Director.
Track disbursements and ensure timely pulldown of funds in online giving platforms (ex: Your Cause, Benevity, etc.).
Assist with basic accounting support including donation receipting, bank deposits, invoice processing, and recordkeeping in coordination with Wichita Public Schools systems.
Support reconciliation of donations received with accounting records and ensure accurate documentation of Foundation financial activity.
Maintain organized financial files and assist with preparation for audits, tax reporting, and required documentation.
Provide administrative and logistical support for Foundation fundraising initiatives and events, including preparation, sponsor communications, and day-of coordination.
Assist with event-related communications, marketing materials, and fulfillment of sponsor and donor benefits.
Support volunteer coordination and event activities as needed, including occasional evening or weekend responsibilities.
Work with the Executive Director to create and update content for emails, newsletters, social media, and print materials.
Assist in maintaining organized communication lists and outreach materials to support donor engagement and Foundation visibility.
Assists with special projects and other tasks, as assigned by the Executive Director.