SUPERVISED BY:Dean of Institutional Advancement
DEPARTMENT:Foundation, Institutional Advancement, and Marketing
FUNCTION OF THE JOB:
Highly responsible assistant who performs administrative duties with high confidentiality. Perform general office activity for the Foundation and Marketing offices.
DUTIES AND RESPONSIBILITIES
- Organize and conduct all facets of office management which may include receiving and screening telephone calls, schedule meetings, make reservations, purchase orders, and travel arrangements.
- Perform duties for semi-monthly Foundation and special Board meetings as well as committee and other special meetings including scheduling; preparing the agenda, cover pages and pertinent back up documentation; record and prepare minutes; and arrange refreshments.
- Prepare correspondence, press releases, and promotional materials.
- Serve as primary point of contact for all communications with students, parents and college representatives.
- Assist in the preparation and maintenance of the budget, making recommendations for supplies and equipment.
- Acknowledge donations to the Foundation for scholarships, endowments, memorials, etc.
- Handle and maintain confidential information regarding personnel, donors, financial records and budget.
- Assist in prospect research for fundraising campaigns.
- Responsible for maintaining current promotional materials on campus and in community.
- Assist in the administration of alumni programs and events.
- Maintain and update the mailing lists for Sauk Alumni, Board of Trustees, Foundation Board Members, and Director Emeritus.
- Organize, plan, assist, and coordinate preparations for various fundraising activities and events.
- Assume all reasonable professional duties and responsibilities as assigned by the supervisor.
- Must understand and support the mission of the community college.
- Must be able to communicate effectively by phone and email on a daily basis.
- Must be able to provide and understand verbal/visual information from supervisors and to local community area personnel and general public.
- Must be able to work with Microsoft Office and Google products.
- Must be able to operate office equipment proficiently.
- Must have bookkeeping and budgeting skills.
- Must be able to work evenings and weekends as required.
Frequent interaction and personal contact with all levels of College personnel, community leaders, business executives, facilitators, the general public, students, and outside organizations (usually the first line of communication).
Functional supervision is exercised over designated College work-study personnel.
Associate’s degree with two years of responsible office experience or equivalent education and experience required. Demonstrated success in advanced computer and interpersonal communication skills, ability to maintain a high level of confidentiality and attention to accuracy required. Must demonstrate excellent writing skills.
TORT LIABILITY STATEMENT:
Coordinates the College Risk Management Program in a capacity appropriate to this position. This includes, but is not limited to, monitoring conditions, events and circumstances present through daily College operations, and communicating observations to the appropriate supervisor or taking necessary actions to correct, prevent or limit safety problems. May serve as a member of a committee that supports the health, safety and/or legal rights of visitors, students and staff. Such committees may include the AA/EEO, Sexual Harassment, and Safety/Loss Control committees. (Risk Management Categories I, III, IV. See Tort file.)
This description is intended to indicate the kinds and levels of work difficulty that will be required of the position that will be given the title and shall not be construed as declaring what specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of the supervisor to assign, direct, and control the work of employees under supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.