What are the responsibilities and job description for the Assistant - Foundation Accounting and Scholarship position at Fox Valley Technical College?
Assistant - Foundation Accounting and Scholarship
Fox Valley Technical College
Fox Valley Technical College
Job Category
Regular Support Staff
FVTC Worksite
Appleton Main Campus
Hourly Rate
$22.29
Hours Per Week
40
Job Description Summary
This position is shared. It supports FVTC Foundation, Inc., 25%, and FVTC 75%.
This position is responsible for the financial administration of pass-through scholarships, high school scholarships and internally awarded scholarships that do not fall into the semi-annual awarding process; non-tuition and book related expenses for FVTC Promise students; and student emergency funding. This position works with Student Finance to investigate and correct student accounts as they impact scholarships, and third-party contracts related to student scholarships or financial assistance. This position will assist Student Finance during the Workday implementation as it relates to scholarships and student accounts. This position also provides support to the semi-annual scholarship application and awarding process for currently enrolled students.
This position performs accounting, analysis and recordkeeping functions of the FVTC Foundation, focusing on scholarships payable, accounts payable, cashier and accounts receivable. This position is also responsible for donor gift entry and donor reporting and contributes to the planning and delivery of the Foundation's annual fundraising activities and efforts.
Job Description
ESSENTIAL JOB FUNCTIONS
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Provide support to the scholarship application and awarding processes.
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Process and disburse scholarship awards to students; coding each payment to the appropriate fund.
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Record all scholarships on student accounts in Financial Edge.
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Maintain a listing of all outstanding scholarships.
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Expire unused scholarships.
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Administer and serve as the primary contact for all pass-through (third party) scholarships; responsible for the receipt, disbursement and reconciliation of all pass-through scholarships, including answering all questions/inquiries and working with Student Finance to get them applied to student accounts.
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Disburse and report on student emergency grants, including student account and grant analysis when needed.
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Respond to emergency funding check inquiries from students, which may involve investigating the status of disbursements, verifying/updating addresses in Raiser's Edge and voiding/reissuing checks.
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Serve as liaison to Student Finance regarding scholarship awards and balances and all third-party contracts. Ensure that approved students are added to the appropriate contract and given the approved amount of support.
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Collaborate with Student Finance during the Workday implementation as it relates to scholarships and student accounts.
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Reconcile student scholarship accounts in PeopleSoft and Workday; research and resolve discrepancies.
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Administer the FVTC Promise program as it relates to the funding of additional required educational expenses beyond tuition and books.
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Work with FVTC Promise students to identify required supplies.
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Work with Program Faculty & Technical Operation Specialists, as well as Counseling & Advising, to verify required supplies.
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Identify the appropriate financial mechanism to provide the funding.
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Recommend changes or efficiencies related to this process with management.
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Analyze, record and reconcile donor gifts in Raiser's Edge.
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Prepare, send, and follow up on donor invoices and pledge reminders.
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Analyze and enter vendor invoices and requests for payment; ensure accuracy of charges and proper authorization for payment; code to appropriate fund; monitor proper use of funds according to guidelines. Respond to inquiries from staff and vendors regarding status of invoices. Fulfill vendor requests for credit and tax exemption. Set up new vendors in Financial Edge, including entering W-9 information.
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Process scholarship, emergency assistance and accounts payable payments in Financial Edge; obtain approval from the Accounting Manager or Executive Director, with additional approval from the Foundation Board Treasurer for all checks in excess of $5,000, then disburse payments.
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Maintain financial records and provide detailed analysis for all Foundation fundraising events.
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Maintain donor records and donor confidence; develop and prepare reports as requested.
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Create and maintain procedure manuals.
- Serve as the main contact for donors, staff, and students with questions, issues, and concerns regarding gifts and/or funds held in the Foundation.
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Collaborate with Payroll on payroll deduction donations.
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Investigate and resolve problems associated with information in Raiser's Edge, Financial Edge, PeopleSoft, and Workday which may include collaborating with functional users, IT, and Blackbaud.
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Assist with the month-end close process, including the reconciliation of various accounts.
- Assist with year-end audits.
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Maintain documentation consistent with the records retention policy.
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Provide support for various fundraising events, such as the annual staff giving campaign and golf outing.
- Participate in and support process improvement and system enhancement projects and proactively identify ongoing opportunities for improvements.
SECONDARY JOB FUNCTIONS
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Assist the Foundation Accounting Manager in gathering information and running reports for the Foundation's annual financial audit.
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Assist in additional financial reporting as requested.
- Engage in, and support, the delivery of all responsibilities of the Foundation and Community Relations team and its mission of service and support for students and innovative programming for the College.
QUALIFICATIONS, TRAINING, AND EXPERIENCE
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Associate degree in accounting or related area, AND
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Three years of related experience, OR
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An equivalent combination of related education, training, and experience.
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Intermediate skills in Microsoft Excel and Word.
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Experience working in a non-profit financial support role focused on the development and strengthening of donor relations and/or fundraising is preferred.
- Experience with Raiser's Edge, Financial Edge, PeopleSoft and Workday software is preferred.
ESSENTIAL APTITUDES, SKILLS, KNOWLEDGE, AND PERSONAL CHARACTERISTICS
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Demonstrate ethical conduct in all aspects of the work environment.
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Exceptional customer service skills and the ability to maintain an excellent working relationship with internal and external customers.
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Excellent oral and written communications skills, as well as good listening skills.
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Ability to identify needed action without continual direction.
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Excellent organizational skills
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Neatness in work and appearance.
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Demonstrate a positive attitude, maturity, initiative and integrity with a professional image contributing to the success of the College and Foundation.
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Work effectively in a team environment.
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Ability to maintain confidentiality and professionalism.
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Accept responsibility for professional growth.
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Dependable, punctual, and commitment to following through on tasks.
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Flexibility in work schedule are needed at times.
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Strong analytical and problem-solving skills.
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Ability to develop and build strong, mutually beneficial, and innovative partnerships and influence outcomes with internal and external customers.
- The ability to direct multiple projects and manage priorities. Ability to learn quickly and navigate ever-changing College departments, programs, schedules and systems.
Additional Information
Starting pay: $22.29 per hour.
Note: Internal applicants' wages will be based on the applicable compensation structure.
FVTC strongly and actively strives to increase diversity and provide equal opportunity within its community. FVTC does not discriminate against persons based on age, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, height, marital status, national origin, political persuasion, pregnancy, childbirth or related medical conditions, race, religion, sex, sexual orientation, transgender status, veteran status, weight or any other protected class.
To apply, please visit: https://fvtc.wd1.myworkdayjobs.com/en-US/FVTC/job/Appleton-WI/Assistant-Foundation-Accounting-and-Scholarship_JR2023-533
Fox Valley Technical College celebrates diversity, supports equity and inclusiveness, and encourages individual expression in our workplace.
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