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Administrative Support Specialist

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 at all levels, and effectively utilizing resources to generate funding.

IA team members uphold the utmost transparency and are readily 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 lifelong 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 contributes to 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 and assisting with special projects as required. A background in accounting is essential.

Manage requisitions, submit check requests, prepare and make deposits, 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 appropriately, and prepare meeting materials. Respond to inquiries in person or via telephone, directing calls to the appropriate personnel. Coordinate the retention and destruction of records as necessary. Schedule and coordinate meetings between department heads and the public, including maintaining the supervisor's calendar. Flexibility in work hours is required, including potential evening or weekend commitments to support events and activities. Handle confidential information regarding the institution and its donors with discretion. Participate in various fundraising events, ribbon cuttings, groundbreakings, etc., as needed. Perform additional 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 experience in an educational setting.

Strong written and verbal communication skills are essential, along with attention to detail and excellent time-management abilities. Proficiency in Microsoft Office applications and QuickBooks is required, along with the ability to interpret and apply administrative policies and procedures. Candidates should be capable of working independently and engaging effectively 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 no significant exposure to physical risk.

Benefits:
A 36-hour work week promotes a healthy work-life balance, along with 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 (PSLF) after ten years of service. Tuition scholarships are available for employees and their dependent children. The compensation for this 12-month position is $36,725. The institution 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 regarding WEP and GPO, please refer to the Social Security Administration's website. The institution is a two-year, comprehensive public community college.

With approximately 6,000 students, it is committed to enhancing the holistic experience of its students, facilitating their success, and improving access to higher education while partnering with those who support the vision of a stronger community.
Vision Statement:
We strive to be the higher education institution of choice in Northeast Texas.
Positions will remain open until filled. All candidates will be required to submit official transcripts upon an offer of employment. Employment offers are contingent upon passing a background check. Federal law prohibits the employment of unauthorized individuals. All hired personnel must provide satisfactory proof of employment authorization and identity within three days of hire. Failure to provide proof within the required timeframe will result in immediate termination of employment. All appointments are subject to approval by the college's Board of Trustees.
This description serves as an overview of the position.

It is not intended to be an exhaustive list of duties and responsibilities nor a comprehensive list of the skills and abilities required for the role.

Duties and responsibilities may evolve with business needs.

The institution reserves the right to modify, amend, or remove portions of this job description at any time, with or without notice.

Employees may be asked to perform additional duties as directed or assigned.

Reasonable accommodations may be made at the institution's discretion to enable individuals with disabilities to fulfill essential functions.

The institution is an equal opportunity and affirmative action employer and does not discriminate based on sex, race, color, religion, age, national origin, disability, veteran's status, or genetic information in its educational programs, employment policies, or activities.

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 designated campuses.
All positions are considered security-sensitive and are subject to a background check prior to employment.