What are the responsibilities and job description for the Foundation Development Assistant position at College of The Albemarle?
***This position is open until filled***
Priority review date: February 14
Current status - Accepting applications
Position Subject to Availability of Budgeted Funds
Salary is commensurate with education and experience.
The Foundation Development Assistant plays a vital role in managing the COA Foundation's operations, including overseeing various fiscal responsibilities. This includes reconciling scholarship funds, organizing Board meetings, and facilitating communication with the Board of Directors and its committees. Additionally, the role involves tasks such as gift entry, data management, and handling daily deposits. Acting as a liaison with the Alumni Association Board, Fenwick-Hollowell Trail Committee, and other stakeholders, the assistant supports all fundraising and development events and addresses the Foundation Office's daily operations.
The Foundation Development Assistant receives supervision from the Executive Assistant to the President.
The Foundation Development Assistant plays a vital role in managing the COA Foundation's operations, including overseeing various fiscal responsibilities. This includes reconciling scholarship funds, organizing Board meetings, and facilitating communication with the Board of Directors and its committees. Additionally, the role involves tasks such as gift entry, data management, and handling daily deposits. Acting as a liaison with the Alumni Association Board, Fenwick-Hollowell Trail Committee, and other stakeholders, the assistant supports all fundraising and development events and addresses the Foundation Office's daily operations.
The Foundation Development Assistant receives supervision from the Executive Assistant to the President.
Support for the COA Foundation:
- Provide administrative assistance to the Foundation Office, the Alumni Association and Board and the Foundation Board.
- Manage database tasks such as gift entry, generate gift reports, handle donor stewardship (acknowledgement letters, endowment reports, etc.), donor correspondences, and event invitations. Assist the Foundation Office with stewardship and solicitation mailings, student thank-you letters, and other correspondence as directed.
- Process Foundation check requests, conduct daily deposits and handle other Foundation responsibilities as directed.
- Collaborate with Financial Aid to coordinate scholarship procedures, including managing scholarship applications, updating scholarship information in databases and on the college website, and handling student award notifications.
- Maintain inter-departmental communications within the College.
- Establish regular communication with external funding organizations and community partners.
- Schedule Foundation Board, Finance Committee and Alumni Board meetings, to include reserving meeting space, creating Zoom meetings, sending meeting reminders, in addition to providing meeting agendas and materials, and taking meeting minutes.
- Assist the Alumni Association and Board with Annual Meeting and other events, collaborating with alumni volunteers to plan activities.
- Track, manage and report Alumni Association memberships and renewals, as well as manage event budgets and related databases.
- Serve as secretary of the COA Foundation Board of Directors, formatting meeting materials, agendas, and taking minutes at all board and committee meetings.
- Manage scholarship management software, including updating scholarship applications, award amounts, notifying students of awards, and compiling student thank-you letters for scholarship donors.
- Utilize Financial Edge for accounting functions such as check requests, invoice input, and requisitions for payment and organizing audit documentation.
- Track and monitor state tax, preparing quarterly reports with assistance from the Business Office.
- Research and resolve accounting discrepancies in conjunction with the Business Office.
- Complete monthly reconciliation of the Foundation Credit Card and compile supporting documentation.
- Communicate with college support fund administrators regarding fund balances, appropriate use, and fund request procedures.
- Coordinate Alumni Membership renewal mailings and new member letters.
- Maintain regular communication with the President's Office, Student Success and Enrollment Management, and Communications and Marketing regarding joint programs.
- Serve as backup to the Executive Assistant to the President for meeting preparation and recording purposes.
- Serve on the Special Events Committee.
- Receive cross-training provide seamless coverage for the Executive Assistant to the President and the Administrative Assistant to the President's Administrative Suite during extended absences or vacations.
- Ensure continuity of operations by understanding the full scope of responsibilities for both roles, including managing sensitive communications and financial tasks.
- Serve as backup for meeting preparation, recording purposes, and other critical tasks as needed.
- Assist with special projects as assigned by the President or Executive Assistant to the President.
- Participate in a collaborative team environment to support the daily operations of the administrative suite.
- Uphold confidentiality, professionalism, and ethical standards in all interactions and duties.
- Promote positive public relations for visitors to the administrative suite and the College.
- Other duties as assigned by the Executive Assistant to the President.
Required:
- Associate’s Degree in business, marketing, accounting, or a related field from a regionally accredited college or university OR five years of related work experience.
- Two years of work experience in an office setting.
Preferred:
- Bachelor’s Degree in business, marketing, accounting, or a related field from a regionally accredited college or university.
- Three to five years of work experience in an office setting with general bookkeeping experience.
- Work experience in a non-profit and/or higher education environment.
- Experience working with volunteers.
- Working knowledge of Blackbaud’s Raiser's Edge or other donor database software and NextGen scholarship awarding software or similar.
Knowledge of:
- Constituent database software.
- Creating and maintaining finance records and reports.
Skills:
- Self-starter and self-motivated; Initiative to develop process and procedures relating to all Foundation functions.
- Excellent interpersonal skills.
- Working with Microsoft Office, especially Excel, Word and PowerPoint.
- Detail oriented.
Ability to:
- Work independently or as part of a team.
- Prioritize daily tasks, review work for accuracy and ask questions as needed.
- Work in a high paced environment and ability to multitask.
- Work well under pressure regarding deadlines and periodic larger than normal workloads.
- Communicate clearly and concisely, both orally and in writing.
- Be discreet, maintain confidentiality and adhere to ethical standards.
Salary : $2,786 - $3,482
