Institutional Advancement Associate

Join a mission with eternal impact.

San Marcos Academy located in the beautiful Texas Hill Country is a fully accredited private Christian school for students in PreK 3 through 12th grade with a boarding program for students in grades 612. Since 1907 the Academy has provided a tradition of excellence in private Christian education preparing young men and women for lives of leadership service and faith. Our students come from across Texas the United States and around the world.

We seek a detailoriented missiondriven individual to support our Institutional Advancement office. This vital role assists with fundraising efforts event coordination donor engagement alumni relations family retention and facility rental support while serving directly under the Chief Development Officer.

About the Role

As the Institutional Advancement Associate youll work behind the scenes to make things happen by coordinating events supporting donor communications tracking gifts and playing a pivotal role in expanding our facility rental program. This position is ideal for someone who is organized has strong communication skills is analytical and is strongly motivated.

This is also an excellent opportunity for someone interested in longterm growth in nonprofit advancement. Youll gain valuable experience in event planning donor stewardship and facilities management while working on a missiondriven team that values mentorship and professional development.

Key Responsibilities

1. Administrative & Office Support

Provide direct support to the Chief Development Officer

Prepare agendas print materials presentations and internal reports

Track expenses process vendor payments and support budget documentation

Answer phones respond to emails and serve as a point of contact for donors alumni vendors and campus guests

2. Fundraising & Donor Engagement

Assisting the development department with database management

Maintain accurate donor and alumni records in Raisers Edge ensuring confidentiality

Process gifts generate acknowledgments and assist with impact reporting

Support annual giving and alumni campaigns including emails mailings and social media coordination

Assist with donor stewardship tasks and help maintain strong relationships with constituents

3. Event Coordination

Assist the development team as they execute fundraising events including the Academy Nights Gala OctoBEARFest alumni socials and donor receptions

Manage event logistics such as registration venue setup vendor communication volunteer coordination and materials preparation

Assist with silent auction tracking bid materials and item distribution

4. Facility Rentals Program

Coordinate the Academys growing facility rental program supporting revenue and community engagement goals

Respond to inquiries manage rental bookings and calendars and prepare contracts

Collaborate with internal departments to ensure space availability and alignment with campus activities

Assist with promoting rental opportunities to churches ministry partners and local organizations

Help refine scheduling systems and communication processes to enhance guest experience

5. Help Desk Family Engagement & Retention Support

Serve as a central point of contact for families needing assistance with general customer service concerns

Troubleshoot parent inquiries direct questions to the appropriate departments and ensure timely followup

Maintain a log of family interactions to track common issues and support longterm solutions

Collaborate with the admissions and advancement teams to enhance family experience and engagement

What Were Looking For:

• High school diploma required; associates or bachelors degree preferred
• At least 2 years of experience in administrative support events or fundraising
• Attention to detail is extremely important and candidates should display proficiency with Microsoft Office.
• CRM experience preferred (Raisers Edge a plus)
• Familiarity with Canva Constant Contact ClickBid or similar tools
• Excellent written and verbal communication skills
• Detailoriented organized and capable of managing multiple priorities
• Comfortable lifting up to 25 lbs and assisting with event setup/teardown
• Flexible schedule with availability for occasional nights and weekends
• Passion for Christian education and alignment with the mission of San Marcos Academy

Why Join San Marcos Academy

San Marcos Academy prepares young men and women for lives of leadership service and faith. Youll be part of a collaborative team that plays a direct role in advancing this mission through fundraising donor engagement and meaningful events that bring the community together.