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Administrative Specialist for Foundation and Accounts

2 months ago

Kilgore, Texas, United States Kilgore College Full time

Position Overview:

The Institutional Advancement (IA) department is dedicated to fostering student achievement, enhancing donor relationships, and effectively utilizing resources to generate funding.

IA staff uphold the utmost transparency and are consistently accessible to donors, students, faculty, and staff.

In alignment with the IA mission, the Scholarship Liaison plays a crucial role in facilitating seamless interactions with donors and nurturing enduring connections with alumni, students, and supporters of the institution.

The IA Office comprises the Executive Director of the Foundation and Community Relations, the Foundation Admin/Account Specialist, Scholarship Liaison, Grant Writer, and Alumni Liaison.

This role bolsters the efficiency of the IA Office by delivering specialized clerical, accounting, and administrative support with minimal supervision.


Key Responsibilities:


Provide comprehensive administrative and accounting support for the IA Office, which includes conducting research, compiling data, and preparing presentation materials, reports, graphs, charts, and publications. Responsible for drafting and processing routine and special correspondence, as well as assisting with special projects as needed. Accounting experience is essential.

Manage requisitions, submit check requests, prepare and deposit funds, maintain detailed accounting records, and collaborate closely with year-end auditors. Prepare documentation and record official minutes for Foundation meetings, maintaining accurate records. Gather necessary information, post meeting notices, and prepare meeting materials. Respond to inquiries in person or via phone, directing calls to the appropriate personnel. Coordinate the retention and destruction of records as required. Schedule and organize meetings between department heads and the public, including managing the supervisor's calendar. Flexibility in work hours is necessary, including availability for evening or weekend events. Maintain confidentiality regarding Kilgore College and donor information. Participate in various fundraising activities, events, ribbon cuttings, and groundbreakings as needed.

All other duties as assigned.


Minimum Qualifications:

Applicants should possess at least a one-year certificate in office occupations, business, accounting, or a related field, along with three to five years of full-time professional office experience. Preference will be given to candidates with an associate's degree and relevant experience in an educational setting.

Applicants must demonstrate excellent written and verbal communication skills, attention to detail, and strong time-management abilities. Proficiency in Microsoft Office applications and QuickBooks is required, along with the capability to interpret and apply administrative policies and procedures. Candidates should be able to work independently and effectively engage with a diverse student and faculty population.


Supervisory Responsibilities:
0 Full-Time Direct Reports 0 Part-Time Direct Reports
Work Environment:
Work is typically conducted in an office and classroom setting. Minimal physical effort is required; however, the employee may occasionally lift or move up to 15 pounds. There is limited exposure to physical risk.

Benefits:

A 36-hour work week promotes a healthy work-life balance, complemented by generous paid leave. Health, life, and income protection insurance are provided.

An excellent retirement program is available through the Teacher Retirement System (or Optional Retirement Plan 'ORP' for eligible positions). Full-time employees enjoy complimentary access to the college's recreational and fitness facilities.

Full-time employees may qualify for Public Student Loan Forgiveness (PLSF) after ten years of service.
Tuition scholarships are available for employees and their dependent children. Compensation for this 12-month position is $36,725. Kilgore College does not participate in the federal Social Security program, which subjects employees and retirees to the federal Windfall Elimination Provision (WEP) and potentially the Government Pension Offset (GPO) laws.

For more information on the WEP and GPO, please refer to the Social Security Administration's website. Kilgore College is a two-year, comprehensive public community college.

With approximately 6,000 students, Kilgore College is committed to excellence in teaching and quality learning opportunities, focused on enhancing the holistic experience of students and improving access to higher education.


Vision Statement:
We aspire to be the higher education institution of choice in Northeast Texas.
Positions will remain open until filled. All employment offers are contingent upon passing a background check. Federal law prohibits the employment of unauthorized individuals. All hires must provide satisfactory proof of employment authorization and identity within three days of hire. Failure to do so will result in immediate termination. All appointments are subject to approval by the college's Board of Trustees.
This description serves as an overview of the position and is not intended to be an exhaustive list of duties and responsibilities. Responsibilities may evolve with business needs.

Kilgore College reserves the right to modify this job description at any time, with or without notice.

Employees may be required to perform additional duties as assigned.

Reasonable accommodations may be made at the discretion of Kilgore College to enable individuals with disabilities to perform essential functions.

Kilgore College is an equal opportunity and affirmative action institution, committed to preventing discrimination based on sex, race, color, religion, age, national origin, disability, veteran's status, or genetic information in its educational programs and employment policies.

Know Your Rights Employment Notice Employee Rights and Responsibilities Under the Family and Medical Leave Act. All positions are located in Kilgore, TX. No fully remote positions are available at this time. All employees must be physically present to work on the Kilgore or Longview Campus.
All positions are considered security-sensitive and subject to a background check prior to employment.