Staff Assistant - QCC Institutional Advancement

The Staff Assistant oversees all administrative functions of the Institutional Advancement Office, which includes Alumni Engagement, Community Engagement, Development, Advancement, Grants Development, and the Quinsigamond Community Foundation. The Staff Assistant provides support to the Chief Advancement Officer and Executive Director of Development (CAOED), Institutional Advancement staff, and the QCC Foundation. The Staff Assistant supports the CAOED in overseeing all the responsibilities of the Advancement Office, including financial planning and reporting, communication, projects and initiatives, operational and administrative functions, meetings and special events and planning.

Duties and Responsibilities

• Assists and supports the Chief Advancement Officer and Executive Director of Development and associated staff with duties and responsibilities pertinent to administering and managing the Advancement Office effectively.
• Assists in maintaining the calendars Chief Advancement Officer and Executive Director of Development and the Advancement Office staff, prioritizes and schedules meetings with college and community stakeholders.
• Coordinates multisector and multidepartment meetings with College and external top leadership stakeholders.
• Represents the Advancement Office in meetings, as assigned.
• Develops and maintains a comprehensive list of projects and initiatives to be implemented and executed in the Advancement Office.
• Provides support and advice in the preparation of the fiscal year budget requests and financial reports.
• Exercises independent judgement and makes decisions independently.
• Demonstrates discretion and maintains a high level of confidentiality.
• Organizes the flow of work in the Advancement Office, adjusting priorities in a multi-tasking, multi-office department.
• Plans and drafts correspondence for the Chief Advancement Officer and Executive Director of Development, Advancement Office, staff, and the QCC Foundation.
• Sets up and maintains effective record keeping systems for the Advancement Office and the QCC Foundation.
• Manages the physical and electronic files for appropriate record retention.
• Supports special events and projects throughout the Advancement Office.
• Coordinates the Advancement Office staff meetings and QCC Foundation meetings, taking notes and minutes when needed, and ensures that appropriate follow-up actions are documented.
• Acts as liaison between the Chief Advancement Officer and Executive Director of Development and cost center heads/grant directors regarding procedural matters relative to IPRs, Travel Authorization Requests, and other pertinent documents.
• Reviews documentation and files for completeness and accuracy, verifies data and forwards documents/forms for action.
• Makes copies of forms and documents and processes printing orders.
• Serves on college-wide committees.
• Maintains shared databases and files using various computers programs, such as Microsoft Word, Excel, Power Point, Outlook, Access, and Raiser's Edge.
• Supports Budgets and Purchasing by accessing budget information and entering Purchase Order Information.
• Actively supporting the teaching and learning process; working to create and support a student-centered environment.
• Working actively with other areas of the College to ensure a spirit of college-wide collaboration, collegiality, civility, and teamwork.
• Embracing and supporting the principle that "diversity is everybody's business" through the daily performance of duties and responsibilities.
• Providing flexible, responsive, and high-quality customer service to all whom we serve, be they students, community, or staff, and continuously assessing processes and procedures to revise accordingly.
• Performing other related duties as assigned.