Employment

Position: Manager of Advancement Services
Department: Advancement
Reports to: Director of Advancement
Date Updated: April 2024
Status: Non-Exempt
Salary: $58,000-$72,000

CATE SCHOOL ADVANCEMENT
Cate has a long history of philanthropic support from alumni, parents, and friends. Cate’s Advancement Department is the fundraising and alumni relations center of the School. The Advancement office manages fundraising for endowment to support access, faculty, and programmatic initiatives, as well as capital fundraising, planned giving, and annual giving to provide necessary dollars for institutional priorities.

POSITION PURPOSE
The Manager of Advancement Services plays a critical role in managing the database, gift processing and acknowledgment, reporting, and tracking. The Manager will bring an entrepreneurial spirit, creative problem-solving, and essential administrative leadership to the entire Advancement department.

KEY RESPONSIBILITIES

1. Oversee advancement database (Veracross): Manage and maintain records and data as it pertains to advancement. Create and document procedures for data management, integrity, and analysis. Conduct research and outreach as needed to find current information on donors.
2. Gift entry and gift record management: Enter all pledges and donations, of all types, received by Cate School, typically more than 1,500 annually. Keep records associated with all pledges and donations and manage process for pledge reminders. Supervise and coordinate with Advancement Associate for the acknowledgement letter process.

3. Collaborate with Business Office: Reconcile gift records and designations, produce and update reports for CFO, and produce reports for annual audit.
4. Assist in Cate Fund fundraising efforts: Produce regular reports on progress of annual fund, help identify and track leadership-level prospects, produce lists, and send both letter and email-based appeals.
5. Train Advancement staff on use of the database and provide operational support.
6. Oversee moves management process: Meet regularly with major gift officers to review prospects. Design and maintain systems for prospect management. Document prospect-related activities.
7. Develop and provide regular financial and campaign reporting: Manage all reporting activities related to fundraising, stewardship, and other donor information.
8. Produce fiscal year-end reports and lists for annual Report on Philanthropy.
9. Generate annual reports for National Association of Independent Schools (NAIS), Voluntary Support for Education (VSE), and other organizations.
10. Participate in advancement events and activities and provide support for Advancement department. Examples include producing nametags for events, compiling packets for family and alumni activities, maintaining and archiving hardcopy files on donors, and managing registration process for on-campus events and receptions.
11. Provide excellent customer service for donors, trustees, and volunteers by phone, email, and in person. Collaborate with other Cate School departments to assist in data management and entry.

Required Experience/Qualifications:

• 2-3 years CRM database experience; Cate uses Veracross.
• Demonstrated attention to detail and interest in data management.
• Bachelor’s degree or equivalent required.
• Excellent computer skills including a high level of literacy in Microsoft Office and Google suite; ability to rapidly learn and adapt to new and changing technologies.
• Ability to maintain a high level of confidentiality as well as strong oral and written communication skills demonstrating discretion, tact, and diplomacy with a variety of stakeholders.

• Collaborative work style with a willingness to assist all colleagues.
• Ability to work independently, be proactive, and have excellent time management skills.
• Some availability for weekend and evening events required.

Preferred Experience/Qualifications:

• Advancement experience, especially in gift processing and donor record maintenance.
• Volunteer or paid experience in a nonprofit setting, preferably in the field of education.

Physical Requirements

• Ability to lift 20 pounds, using proper lifting techniques.
• Ability to sit, stand, and/or move around the applicable working environment as needed.
• Ability to travel safely and comfortably around our campus.
• Ability to use a keyboard or an alternative input device and other office equipment.
• Ability to read information in printed material, on a computer screen, and/or on a mobile device/laptop for extended periods of time.

This job description is not intended to be all-inclusive. An employee may also perform other reasonably related business duties as assigned.

To apply: Please send resume and cover letter to Lindsay Newlove, Director of Advancement, at lindsay_newlove@cate.org

Equal Employment Opportunity Policy

Cate School is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, sex, pregnancy, childbirth, marital status, age, national origin, ancestry, physical or mental disability, medical condition including genetic characteristics, sexual orientation, veteran status, gender, gender identity, genetic information or any other category protected under federal or local law. 

Reports to: Head of School
Date Written: January 2024
Status: Exempt, Full-Time, 12 months
Salary Range: $70,000-$85,000
To Apply Contact: Director of People & Belonging, Yutopia Essex, yutopia_essex@cate.org

Position Purpose
The Executive Assistant to the Head of School plays a vital role in providing seamless support to the daily operations of the Head of School’s office. This position requires a proactive individual with a broad skill set, capable of managing diverse responsibilities in a dynamic and fast-paced environment. Serving as a trusted partner with unwavering integrity, this role demands the highest level of discretion, particularly considering the residential context of Cate. The Executive Assistant is an exceptionally organized, detail-oriented, and innovative professional with robust communication and project management skills.

Description of Responsibilities:

• Schedule Management:

• • • Create a productive and manageable schedule for the Head of School.
    • Prioritize and redirect meeting requests to ensure accessibility while allowing dedicated time for strategic issues and projects.

• Communication Excellence:

• • • Represent the Head of School’s office through excellent written and oral communication, exercising independent judgment, initiative, and discretion.
    • Foster relationships with all offices throughout the school.

• Financial Oversight:

• • • Manage the Head’s office budget.
    • Oversee all contracts and projects related to the Head of School’s office, such as consultants and searches.

• Travel and Event Coordination:

• • • Coordinate the Head of School’s travel and professional development.
    • Plan events hosted by the Head of School for various constituents.

• Collaboration with Advancement:

• • • Work closely with the Advancement office to coordinate donor engagement, communication, events, and travel.

• Marketing and Communication:

• • Coordinate all Head of School communications with the Director of Marketing and Communication.
  • Ensure deadlines are met by allocating time for writing.

Board of Trustees Support Responsibilities:

• Manage communications, support, and record-keeping, including meeting minutes, agendas, materials, address rosters, committee assignments, and meeting dates.
• Update and maintain the online Trustee Portal.
• Coordinate logistics for Board of Trustee meetings (4 per year) and Executive Committee meetings (4 per year), handling dates, locations, materials, and minutes.
• Support Board Leadership and committees, especially in scheduling and communication.
• Develop orientation schedules and materials for new trustees, maintain trustee term expiration information, committee assignments, and reference materials.
• Coordinate Board receptions, dinners, and special events.

• Personal Assistance:

• • • Assist with personal tasks for the Head of School, including scheduling appointments, managing small projects, and handling various personal responsibilities.

• Additional Responsibilities:

• • Undertake other duties as assigned, with occasional night and weekend hours required.

Qualification Standards, Skills and Competencies:

• Bachelor’s degree or equivalent with administrative support experience, preferably in an executive office, ideally within an educational setting.
• Commitment to working in and fostering an inclusive community.
• Excellent interpersonal and relationship-building skills.
• Ability to cultivate strong, collaborative relationships internally and externally.
• Strong problem-solving skills with a commitment to follow-through.
• Proficiency in Google environment, Microsoft Word, Excel, and other database programs.
• Exceptional writing, editing, and proofreading skills.
• Outstanding organizational skills with the ability to handle multiple demands.
• Experience in meeting, calendar, time, and event management.
• Ability to handle confidential information with discretion and independent judgment.
• Ability to lift/push/pull at least 20 pounds.

Note: This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of duties, responsibilities, or qualifications.

Department: Administration
Reports To: Executive Assistant to Head of School
Status: Non-Exempt, Full-time 12 months
Date Revised: January 2024
Salary Range: $60,000-$70,000
To Apply Contact: Director of People & Belonging, Yutopia Essex, yutopia_essex@cate.org

Job Summary

The Administrative Director of Folger Center plays a pivotal role in ensuring the efficient operation of the offices within Folger Center and in support of all school events and projects. This individual will oversee office management, provide administrative support, assist in hiring processes, coordinate events, manage budgets, and maintain a high level of organization and professionalism. The Administrative Director will be an integral part of coordinating work across offices and departments, contributing to the overall success and productivity of the school.

Position Responsibilities

• Office Management

• • • Act as the daily point of contact for Folger Center, managing office opening and closing, guest greetings, and overall office flow.
    • Handle supply inventory, respond to inquiries in person, phone, and email, provide occasional administrative support to other departments, manage mail, conduct research, and maintain office files.

• Administrative Support

• • • Assist program administrators with tasks such as expenses, conference registration, and travel.
    • Schedule meetings for Steering Committee members.
    • Support the re-contracting process by managing contract proofreading, distribution, and collection.

• Hiring Support

• • • Manage position postings and track applicants.
    • Coordinate interview schedules and travel arrangements for prospective faculty candidates.
    • Support new hire onboarding in collaboration with human resources and other departments.

• Event Planning and Execution

• • • Manage logistics for faculty events, Family Weekends, and Commencement Weekend activities.
    • Collaborate with the Advancement Office on additional event planning and needs.
    • Support Executive Assistant to the Head with any board-related events or events at Mesa House.

• Budget Management, Expenses

• • Review administrator budgets, monitor spending, and assist in staying on track.
  • Process routine invoices, purchase orders, and monthly credit card invoices for the Folger Center team.

Qualification Standards:

• Bachelor’s degree or equivalent with administrative support experience, preferably in an executive office, ideally in an educational setting.
• Tenacious and “can-do” attitude with a focus on completing tasks.
• Ability to thrive in a fast-paced, evolving environment.
• Exceptional interpersonal, written, and spoken communication skills.
• Strong project management ability with a commitment to meeting expectations for recurring events and projects.
• Willingness to work collaboratively with various constituents.
• Detail-oriented with the ability to meet deadlines.
• Proficient in G Suite and Microsoft Office; experience with Veracross is a plus.
• The ability to lift/push/pull at least 20 pounds.

Note: This job description is intended to convey essential information about the position and is not an exhaustive list of duties, responsibilities, or qualifications.

Position: Infant-Toddler Teacher
Reports to: ELC Director, ELC Assistant Director
Date Revised: March 2023
Status: Hourly, Non-Exempt, Full-Time
Salary Range: $20 – $25 per hour
Contact: Interim Director of Cate Early Learning Center, Diamond Gray-Diaz,
diamond_gray@cate.org, 805.684.4127 ext. 305

General Summary: 

The Infant-Toddler Teacher is responsible for all aspects of care for infants and toddlers while at the Cate Early Learning Center.  Such responsibilities will include physical caregiving, developmental assessments, monthly contributions to Learning Stories and child portfolios, development of age-appropriate/individually appropriate curriculum, and facilitating supportive relationships with parents.

Essential Job Functions

The responsibilities of this position will include, but not be limited to the following:

Early Childhood Programming

• At all times ensure the children’s safety in both indoor and outdoor environments.
• Maintain teacher-to-child ratios at all times. (Infants 1:4, Toddlers 1:6)
• Responsible for formulating relationships with parents and children that are respectful of individual differences, family styles, and cultural/socioeconomic diversity.
• Responsible for ensuring that all meal and rest breaks for the staff and the changes in the daily schedule for the children (outside time, meals for the children, diaper changes, etc.) are done in an organized manner to support a sense of routine in the environment for the children.
• Plan, supervise, and implement the Infant-Toddler program in accordance with the policies and philosophy of the ELC and the identified curriculum objectives.
• Strive to create an instructional program that meets the needs of each child with concern for his/her interests, individual learning style, and pace of learning.
• Provide appropriate guidance to support staff and substitute teachers, and actively facilitate their program development skills.
• Design a stimulating, consistent, and developmentally appropriate learning environment suitable for all children enrolled in the classroom.
• Contribute monthly Learning Stories pertaining to each child’s development and keep their respective portfolios up-to-date.
• Responsible for doing routine evaluations of each child’s development.
• Adaptable to changes in daily routines and program needs.
• Strive to create a state-of-the-art childcare program.

Interactions with Children

• Strive to create a language-rich program, encouraging positive and respectful interactions.
• Treat each child with dignity and respect.
• Help each child to become aware of his/her role as an integral member of the group.
• Help each child to become comfortable with him/herself.
• Encourage active involvement in problem-solving in the environment.
• Encourage children to be responsible for their actions to support the development of their roles as effective decision-makers.

Working with Parents

• Communicate with parents on a regular basis regarding the progress of their children in the program or specific issues as they occur on a day-to-day basis.
• Work with new parents to create an easy transition into the Program.
• Create an environment that embraces open communication between staff and parents.
• Provide Early Childhood/community resources as needed.
• Update Learning Genie Application in real-time.

Supporting Positive Staff Relationships

• Attend and participate in all staff meetings.
• Attend all recommended in-service trainings.
• Direct any issues to a suitable person in a timely and appropriate manner.

Administrative Functions

• Complete all assigned paperwork (daily information sheets *Learning Genie*/daily attendance, nap and rest documentation, shopping lists, child injury reports, etc.) in a timely manner.
• Assist in the education and ongoing evaluation of fieldwork students, when applicable.

Physical Requirements

• Continually able to observe and respond to children’s needs, emergencies, and/or conflicts that might occur during the day (inside or outside environment).
• Continually able to lift children/materials 1-40 pounds from the floor to a waist-high table.
• Continually able to kneel to maintain eye contact at the child’s level.
• Continually able to sit on the floor to work with children.
• Continually able to react to a child that is 20 to 30 feet away within 30 seconds.
• Continually able to carry a child (1 to 40 pounds), up to 50-100 feet.
• Continually able to respond to children’s first aid needs (inside and outside) which may include cuts, bruises, blood/bodily fluids.
• Continually able to communicate clearly and calmly to children, parents, and co-workers.
• Continually able to deal effectively with the stress involved in working closely with children, parents, and co-workers.
• Continually able to do fine and medium hand manipulation.

Employee Conduct

It is the responsibility of every employee to contribute to a positive work environment through cooperative and professional interactions with co-workers, customers, and vendors.

Minimum Job Qualifications

• High school graduate.
• Minimum of one year’s experience working with young children, two preferred.
• Twelve (12) core units in Early Childhood Education.
• 6 Infant-Toddler units (or 3 units at the time of hire with successful completion of 3 additional units within 12 months of hire).
• Successful completion of the fingerprinting process and or successful transfer of fingerprints from another program.
• Successful completion of the hiring packet, including current immunization record.
• Working knowledge of personal computers with experience in the use of such programs as Microsoft Word and the Google Workspace (Gmail, Google Sheets, Google Docs, Google Calendar, Google Photos).
• Excellent customer service skills in person and on the phone.
• Comfortable with team-based work structure; ability to demonstrate flexibility on the job.
• Demonstrates initiative is conscientious, and provides complete follow-through on areas of responsibility.
• Preferred bilingual (Spanish).
• Strong grasp of RIE philosophy.
• CPR/First Aid Certification, or able to acquire within 3 months of hire date.

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