Office Administrator to the Foundation en Kansas City Kansas Public Schools

TITLE: Office Administrator – Kansas City Kansas School Foundation for Excellence
LOCATION: Central Office and Training Center

JOB GOAL:
Provide comprehensive administrative and event support to the Executive Director and team of the Kansas City, Kansas School Foundation for Excellence. Responsibilities include managing communications, coordinating schedules, supporting annual events and programs, and ensuring efficient logistical, planning, and organizational operations.

ESSENTIAL FUNCTIONS:

• Deliver excellent customer service to internal and external stakeholders, donors, and community partners, both in person and via phone.
• Manage correspondence (phone, email, letters, memos) for the Executive Director and Foundation, ensuring timely and professional communication.
• Support scheduling and calendar management for the Executive Director and Foundation team.
• Assist with preparation of meeting agendas, materials, minutes, and follow-up communications.
• Provide support for six annual Foundation events and year-round programs, including logistics, communications, and administrative tasks. Key events include the Golf Tournament, Back to School Fair, Partners for Excellence Breakfast, Reasons to Believe Alumni Awards, and the Excellence in Education Awards Program.
• Coordinate all aspects of event logistics, including vendor and venue booking, registration management, participant communication, committee facilitation, and on-site support.
• Maintain accurate and confidential records for events, programs, and administrative functions.
• Prepare and edit spreadsheets, reports, and documents to communicate information effectively.
• Manage the CRM/donor database, including gift entry, data maintenance, and timely donor acknowledgments through letters, calls, and recognition activities.
• Implement monthly mailings to new donors and support stewardship initiatives.
• Procure supplies and materials to meet the Foundation’s operational needs.
• Provide bookkeeping, reconciliation, and processing of all accounts payable and receivable for Foundation transactions.
• Work proactively with Foundation staff and collaborate effectively with internal departments, external community agencies, and partners including the Foundation Board of Directors.
• Perform other duties as assigned.

QUALIFICATIONS:

• High School Diploma or associate’s degree required, bachelor’s preferred.
• 3–5 years of administrative support experience, nonprofit or event support required, 5 -10 years preferred.
• Strong organizational and time management skills.
• Proficiency with Microsoft Office Suite and virtual meeting platforms.
• Ability to manage multiple priorities and deadlines.
• Strong interpersonal, communication, and problem-solving skills.

COMMUNICATION / ORGANIZATION:
Maintains communication with Foundation staff, community partners, and stakeholders in a professional and timely manner. Utilizes technology effectively to manage scheduling, communications, and organizational tasks. Must be experienced in all communications as a representative of the senior administrative team.  Utilizes existing technology effectively in the performance of duties.

PHYSICAL DEMANDS & WORK ENVIRONMENT:
Typical office environment with moderate noise. Events may require evening or weekend hours. Some standing, lifting, and carrying supplies may be necessary. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

OTHER SKILLS and ABILITIES:

• Ability to maintain effective working relationships with Foundation staff, school district leadership, donors, partners, and community members.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to plan and anticipate the support needs of the Executive Director and team.
• Ability to maintain professionalism and confidentiality.

TERMS OF EMPLOYMENT: 261 days (12 months)

SALARY: Level 18

Classified Salary Schedule:

https://www.kckschools.org/hr/classified-salary-schedule-work-page

FLSA STATUS: Hourly, Non-exempt 

REPORT TO: Executive Director

EVALUATION: Performance will be evaluated in accordance with Board of Education policy

Applications will be reviewed prior to the closing date for this position.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.  The individual holding this position performs additional duties and additional duties may be assigned.  

Kansas City, Kansas Public Schools is an Equal Opportunity Employer.  KCKPS is an equal opportunity employer and shall not discriminate in its employment practices and policies with respect to hiring, compensation, terms, conditions, or privileges of employment because of an individual’s race, color, religion, sex/gender (to include orientation, identity, or expression), age, disability, national origin, genetic information, or any other basis prohibited by law.

For more information regarding Title IX please contact:

District Compliance Coordinator

2010 N. 59th Street

Kansas City, KS 66104

913-279-2262

[email protected]