Administrative Assistant

Southpointe Academy
Delta, BC
October 25, 2018
As Soon As Possible
Full Time

Southpointe Academy, an independent, K-12, university-preparatory school in Tsawwassen, B.C.  invites applications from individuals who wish to join our dynamic community. Located in a contemporary urban learning environment built on the agricultural edge the School building has been built to a high architectural standard with views from all common areas of the Fraser Delta, Gulf of Georgia and the North Shore Mountains. Tsawwassen means “facing the ocean”, our school benefits from its location between the mountains and the sea. Southpointe Academy is home to approximately 560 students and over 80 teachers and support staff.
The School is an authorized International Baccalaureate Primary Years Programme (IB PYP) school and is implementing the International Baccalaureate Middle Years Programme (IB MYP). We also offer The College Board’s Advanced Placement Capstone Diploma Program (AP) to students in Grades 10-12. Our graduates attend the top post-secondary schools in Canada, the U.S. and the U.K.

Position Overview:
Southpointe is seeking an Administrative Assistant to support the Advancement Department in reaching fundraising, alumni and community engagement goals. Reporting to the Director of Advancement, the Administrative Assistant will play a fundamental role within our School as the primary database administrator, supporting fundraising, capital campaigns, alumni, and community engagement initiatives and activities. This position may require some work outside of regular office hours a few times per year.

Duties and Responsibilities:
Database administration:

  • Prepares data and working with the IT team to complete the migration of development data to the new CRM, Raiser’s Edge NXT
  • Responsible for the School’s donor and alumni records in the Constituent Relationship Management (CRM) system, including entering new records, updating, cleaning, and auditing records to ensure accurate and consistent data
  • Ensures data is stored in a format that conforms to industry standards
  • Ensures donor/prospect and preference information gathered is recorded accurately
  • Supports fundraising programs by developing queries, exports, global adds, analyzes and reports on fundraising results
  • Produces accurate appeal, guest, and recognition lists
  • Provides support and input in the creation of procedures, developing a user-guide for the database
  • Supports fundraising activities with research and prospect identification
  • Works with School’s Administration, Admissions and IT team members to enhance and maintain data integrity
  • Works closely with Finance team for fundraising activities, including tax receipting, sponsorship, and pledge remittance

Communications and Administrative:

  • Assists in the research and drafting of briefing notes, proposals, sponsorship fund agreements, thank you letters, pledge reminders and stewardship reporting
  • Provides administrative support in the execution of fundraising programs
  • Electronic and hard copy filing, RSVP tracking and other office needs

Fundraising, Alumni, Community Engagement and Donor Activities:

  • Attends and supports fundraising, cultivation and recognition events outside of regular hours as required
  • Provides excellent customer service, including timely and comprehensive responses to internal and external inquiries while maintaining donor privacy and confidentiality
  • Liaises with Facilities regarding donor and alumni events

Other Duties:

  • Administrative support and special projects as required
  • Other duties as assigned

Qualifications and Skills:

  • Complies to the Personal Information Protection Act. Maintains the privacy and confidentiality of constituents including faculty, staff, families, donor and prospects including personal contact information, banking information, donor history and strategies
  • Knowledge of fundraising practices, procedures and standards and/or completion of BCIT Fundraising course
  • CRM experience including gift processing and reporting
  • Experience working with Raiser’s Edge NXT would be an asset
  • Strong competency with software including database management; Microsoft Office and Google Suites
  • Attention to detail in composition, typing, proofing materials
  • Demonstrated experience of establishing priorities and meeting deadlines
  • Excellent verbal and written communication skills
  • Ability to work independently/or as part of team
  • Evidence of initiative, tact, and diplomacy

Hours of Work:

  • Monday to Friday; 8:00 am to 4:00 pm


  • As per Collective Bargaining Agreement; $24.96 per hour

Application Instructions:
Please submit your application with the following supporting documents to

  • Cover Letter
  • Resume
  • Two letters of reference from past supervisors

Successful applicants will be required to obtain a Criminal Record Check clearance.
We thank all applicants for their interest in working at Southpointe Academy. However, please note that only shortlisted candidates will be contacted.