Foundation & Marketing Administrative Assist.

1 month ago

Dodge City, United States DODGE CITY COMMUNITY COLLEGE Full time
Job DescriptionJob DescriptionUnder the direct supervision of the Director of Foundation & Community Relations, The Foundation & Marketing Administrative Assistant is responsible for all administrative aspects of development and community relations activities, providing administrative, clerical, database, and fundraising support to the Director of Foundation & Community Relations and the departments of Foundation and Marketing. This includes maintaining DC3 Foundation donor and alumni records, phone messaging and scheduling assistance in both departments, assisting with event planning, positive donor, community, and vendor relations, and office duties including agendas for meetings, minutes, and meeting arrangements. This is a full-time position.

Dodge City Community College is committed to a policy of non-discrimination in hiring and employment on the basis of race, color, religion, sex, age, disability, military status, ancestry or national origin.

Essential Functions/Responsibilities

  • To understand and commit to the Mission of the College ~ Dodge City Community College provides a student-centered learning environment where students can achieve their educational, personal, and career goals
  • Possess the ability to work in an atmosphere of complete confidentiality regarding donor records, personal information, public information, and Foundation board member relationships.
  • Professionalism in manner and appearance; in person and on the phone; patience, tact, cheerful disposition and enthusiasm.
  • Process donations (including bank deposits) and prepare acknowledgement letters and other correspondence as assigned. Proper grammar, excellent spelling, and proofreading is required.
  • Serve as the primary contact for the Foundation and Marketing Offices.
  • Receptionist duties including, but not limited to, maintaining office supplies, maintaining cleanliness and organization in the Foundation and Marketing offices, oversee inventory of the marketing department and print shop materials, and providing the highest level of customer service for all constituents of the College. Prepare media materials for distribution. (i.e. copying, filing, mailing, e-mailing) as needed through both the Foundation & Marketing offices.
  • Assist the Director of Foundation & Community Relations and the Marketing department with calendar scheduling, planning and ensuring that all schedules are followed and respected.
  • Team-oriented approach to problem solving and fulfillment of duties.
  • Update alumni, donor, and vendor records continually. File state sales tax reports monthly.
  • Maintain accurate posting of donor contributions, monthly employee gift payroll deductions, event sponsors, grants, and other sources of funding.
  • Conduct preliminary research on prospective corporate foundation and individual donors.
  • Coordinate production of and bulk mailing of year-end appeal letters, contributions statements, and other solicitations as needed.
  • Maintain guest lists, gather and prepare registration materials and other duties as assigned for fund-raising events.
  • Handle all administrative details as Recording Secretary associated with the Foundation Board of Directors meetings (i.e. prepare and distribute notices, agendas, minutes, set up, clean up, attendance monitoring, etc.)
  • Possess the ability to be flexible in work scheduling, especially regarding occasional evening and weekend work for special events, programs, and board meetings. These include the annual Foundation Auction, Annual Foundation Golf Tournament, area events, etc.
  • Assist the Director of Foundation & Community Relations with the selection of scholarship recipients, maintenance of scholarship records, and Dodge City Community College Financial Aid and Business Office communications.
  • Assist with social media and website administration updates as directed by the Director of Foundation & Community Relations.
  • Serve as a point of contact for the campus print shop, completing print shop requests in an accurate and timely manner as assigned. Delivery of completed printed items as needed.
  • Other duties as assigned by the Director of Foundation & Community Relations.

The above job description supersedes all previous descriptions. This description is intended to be a tool to describe the primary purpose of the job and the Essential Functions and Responsibilities. The job description may not be inclusive of all duties and job responsibilities. Administration has the right to add to or change the job responsibilities to cover absences or relief to equalize peak work periods at any time.

Required Qualifications

  • Minimum of high school education.
  • Proficiency in Microsoft Word, Excel and PowerPoint, and database management experience is necessary.
  • Excellent verbal and written communications skills in English with attention to detail. This includes excellent grammar, spelling, and proofreading skills.
  • Proven organizational skills and ability to prioritize work.
  • Ability to work independently with little supervision. This includes possessing high ethical standards, excellent attendance, and sound judgment.
  • Maintain confidentiality regarding donor and alumni records and personal, financial, and business information.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including DC3 staff, board members, trustee members, external partners, and donors.
  • Ability to obtain and maintain a valid Kansas driver’s license.

Preferred Qualifications

  • Associate’s Degree
  • Two years administrative assistant/office experience
  • Demonstrated fundraising skills, event planning, and a basic understanding of marketing is helpful
  • Bilingual skills in English/Spanish helpful but not required
  • Experience in working with and dealing with a “high profile” Board and its committees, as well as donors, etc. to nonprofit organizations is a plus

Supervisory Responsibilities

  • None

Physical Requirements: With or without assistance

  • Ability to occasionally carry supplies weighing 20-50 pounds
  • Ability to stand and sit for extended periods of time.
  • Ability to speak clearly and audibly directly with individuals and on the telephone.
  • Ability to communicate clearly and precisely in written form and verbally.
  • Motor skills and dexterity to access campus locations.
  • Ability to bend, stoop and kneel as necessary to perform the responsibilities of this position.

Building Assignment

  • Student Activity Center – Foundation

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