Part-time Foundation Administrative Assistant

3 days ago

Paducah, United States Kentucky Community and Technical College System Full time
Part-time Foundation Administrative Assistant

Job no: 494992
Work type: Part-time
Location: Paducah, KY
Categories: Staff

Title: Part-time Foundation Administrative Assistant

Salary Range: $17.00 per hour

Contract Term Length: Not Applicable

Standard Hours: 20 hours per week

Work Location: On-Site

FLSA Status: Non-Exempt

College: West Kentucky Community & Technical College

Campus Location: West Ky. Technical College

Department: Institutional Advancement

Job Summary

  • The Paducah Junior College (PJC) Foundation is a dedicated non-profit organization committed to
    supporting and advancing the mission of West Kentucky Community and Technical College (WKCTC).
    Serving as a vital partner in fostering educational opportunities, the PJC Foundation plays a key role in
    raising, managing, and distributing funds to enhance student success, academic programs, and
    community outreach initiatives.

    The Foundation works closely with donors, alumni, and community stakeholders to develop
    scholarships, fund new programs, and support faculty and infrastructure needs that contribute to an
    enriched learning environment. By facilitating charitable contributions and managing endowments, the
    PJC Foundation ensures financial resources are effectively stewarded to provide long-term support for
    the college's strategic priorities.

    Guided by a strong commitment to transparency and accountability, the Foundation's work bolsters
    WKCTC's ability to deliver high-quality, accessible education. Through scholarships, grants, and program
    funding, the PJC Foundation empowers students to achieve their academic and career goals, driving
    positive change in the region and fostering community growth. With a focus on partnerships and
    philanthropic leadership, the Foundation continues to be a cornerstone of support for educational
    excellence in West Kentucky.
Job Duties:
  • The Foundation Assistant plays a vital role in ensuring the smooth operation of the foundation by
    maintaining the constituent database and providing comprehensive administrative support. This position
    is responsible for accurately recording and processing gifts and pledges, maintaining donor records, and
    facilitating the efficient flow of communications within the organization. The Foundation Assistant
    supports the Executive Director, Manager of Advancement, Business Operations Manager, and the PJC
    Foundation Board of Trustees by coordinating meetings, preparing materials, and taking minutes to
    ensure seamless board and committee operations. Additionally, this role requires monitoring and
    updating mailing lists, managing pledge records, and handling essential tasks that contribute to the
    overall success of the foundation's initiatives.

    The Foundation Assistant acts as a central point for database management, ensuring data integrity and
    prompt gift acknowledgment. This position requires an individual with exceptional attention to detail, a
    high level of organizational skills, and the ability to handle confidential information with discretion. The
    role also involves supporting event coordination, preparing financial and progress reports, and
    maintaining communication with donors and stakeholders. The Foundation Assistant must demonstrate
    adaptability and the ability to work both independently and collaboratively in a dynamic environment.

    Job Duties and Responsibilities
    • Record and process daily gift and pledge receipts and prepare acknowledgements in a timely
    manner using the Raiser's Edge database.
    • Maintain, update, and ensure accuracy of database information.
    • Assign database codes for contributions.
    • Process payroll deduction pledges and payments with support from the KCTCS system office.
    • Handle special requests related to gift processing.
    • Maintain paper and electronic donor records.
    • Prepare monthly gift reports and annual pledge reminders.
    • Monitor and track pledges; alert relevant staff to delinquent responses.
    • Manage adjustments to pledge records as needed.
    • Maintain and update mailing lists for event communications.
    • Coordinate mailings and make daily adjustments to contact information.
    • Provide notice for Board of Trustees meetings and track RSVPs.
    • Prepare meeting materials and attend Board and committee meetings to take minutes.
    • Draft meeting minutes promptly for the Executive Director's review.
    • Submit board member lists to the Kentucky Secretary of State as legally required.
    • Order office supplies and materials for the foundation.
    • Review daily obituary notifications and compare them against the donor database.
    • Assist with special projects as directed.
    • Maintain confidentiality of donor information.
    • Adhere to all applicable policies and procedures and engage in performance improvement
    activities.
    • Perform other duties as assigned.
Minimum Qualifications:
  • Proficiency in Microsoft Word, Excel, Outlook, with expertise in mail merges, formulas, and
    calendar invitations.
    • Strong verbal and written communication skills.
    • Organizational skills with the ability to set priorities effectively.
    • Excellent interpersonal skills for effective engagement with staff, board, and committee
    members.
    • Adaptability to change and the ability to work independently with minimal supervision.
    • High level of discretion and the ability to manage confidential information appropriately.
Preferred Qualifications:
  • - Experience with record keeping and data entry.
    - Working knowledge of Raiser's Edge NXT, including batch gift entry, queries, exports, and
    document attachments.
Additional Skills Requested:
  • - Experience with record keeping and data entry.
    - Working knowledge of Raiser's Edge NXT, including batch gift entry, queries, exports, and
    document attachments.


Employee Rights - Employee Polygraph Protection Act

Advertised: 02 Dec 2024 Central Standard Time
Applications close: 06 Jan 2025 Central Standard Time

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