Development Assistant (INTERNAL APPLICANTS ONLY)
This position is open only to current full-time and part-time Central Arizona College employees
Perform a full-range of specialized clerical and technical duties in support of the Central Arizona College (CAC) Institutional Development Office and Foundation. Responsible for accurate data processing including financial records and reports. In addition, this individual will coordinate and participate in a variety of community, College, and Foundation outreach, events, activities and collaboration.
- Perform a full-range of clerical duties in support of the office or area assigned. Duties include front-line telephone reception, answering correspondence, report preparation, processing a variety of documents, opening and distributing office mail as appropriate. Maintain office files. Handle multiple priorities and tasks simultaneously and make decisions in according to established procedures and guidelines.
- Maintain Executive Director’s calendar, arrange and attend meetings to include preparation of meeting agendas and materials, take notes and distribute summaries of proceeding, reserve room, notify and confirm attendance, coordinate travel arrangements, and prepare related expense reports. Assist in special projects or programs in the assigned area. May require interacting with external and internal stakeholders as well as the public.
- Assist in performing fiscally related tasks to include monitoring of expenditures; prepare and process check requests; purchase requisitions; budget transfers; responsible for bank deposits; and responsible for maintaining supplies and equipment.
- Perform data entry and database management of donors, donor giving, prospects, grants, volunteers, and activity including external and internal constituents.
- Maintain a current database of external and internal constituents and systems that enables the Institutional Development Office and Foundation staff to communicate by email, mail, and phone, as needed.
- Maintain accurate and complete information of all donations. Track donations by type/class and prepare reports on a monthly basis. Prepare financial reports as needed. Maintain records for all Foundation funds including coordinating with the CAC staff in the preparation of annual donor reports as needed.
- Retrieve, receive, and compile data from several sources, compare information to verify its completeness and prepares informational and/or statistical reports detailing requisite data according to established guidelines.
- Assist with coordination of all outreach efforts including but not limited to correspondence and meetings, annual giving program, alumni and special events, and fundraising campaigns. Assist in coordination with CAC Foundation on key events, programs, meetings, and other joint initiatives with the College.
- Maintain a list of all filings for the Executive Director and Foundation Board of Directors to ensure timely preparation and submittal of all filings including the annual report for the Arizona Corporation Commission.
- Assist the Executive Director and CAC Comptroller by preparing annual compilation of financial reports and information. Provide staff support and necessary information during the annual audit and preparation of the 990’s.
- Perform other duties commensurate with the functions and level of the position to include participating in committee assignments and the recruitment and retention of students.
EDUCATION: High School Diploma or GED
EXPERIENCE: Two (2) years of applicable experience
SPECIAL POSITION CONDITIONS: This position will require occasional work outside regular business hours and some limited travel.
SALARY: Entry salary is $ 16.58 - $17.57 per hour (dependent upon qualifications)
DEADLINE: Thursday, October 29, 2020
APPLICATION INFORMATION: The application packet should consist of:
- Letter of interest
- Current resume
- Knowledge of specific processes, policies, and procedures of office management and workflow procedures to include effective management of workload, i.e. prioritizing, and organizing work.
- Knowledge and skill in various word processing, spreadsheet, database, presentation, and integrated information software, systems, and associated hardware, e.g. personal computers.
- Skill in gathering, compiling, and presenting information in oral and/or written form.
- General knowledge and skill in processes, polices, and procedures concerning fiscal control/processing operations.
- Knowledge of Federal, State and local laws, rules and regulations pertaining to financial reports and records.
- Knowledge and familiarity with fundraising and management software.
- Mathematical and record keeping skills necessary to proof a variety of financial transactions, verify accuracy, match against documentation, code to proper accounts, prepare necessary forms, post transactions, reconcile balances, and generate a variety of financial reports.
- Ability to work independently or as part of team to apply workflow processes to meet deadlines imposed by fiscal cycles.
- Effective interpersonal skill as applied to interaction with a culturally diverse populations, college administrators, faculty, staff, students, and the public.
- Ability to analyze situations, develop solutions, and make independent decisions based on established guidelines.
Duties performed causes light fatigue of eyes, fingers, or other faculties as a result of repetitive motion and/or long periods of standing or sitting. Duties require little physical effort in work with light to moderate (up to 20lbs) easy to handle materials.
Important Level Interpersonal Skills: Position engages in or requires some or all of the following: Alternative or combined human relations skills in understanding other people and influencing their behavior in order to achieve job objectives; Must have skills of persuasiveness or assertiveness, as well as sensitivity to other person's point of view in order to influence their behavior, change an opinion, or turn a situation around; Provides direction, consultation, and/or training; Deals with confidential information; Has moderate level of contact with students, program participants, and/or the public.
Job is performed in general office or comparable working area with many and frequent distractions such as noise, interruptions, or congested and occasionally confined work areas with exposure to disagreeable elements. This position will require occasional work outside regular business hours and some limited travel.
Central Arizona College (the College) is committed to provide equal employment opportunity in decisions involving hiring, evaluation, promotion, advancement and discipline, and educational opportunity to all applicants and employees. The College will hire without regard to race, color, religion, sex, age, disability, national origin, military status, genetic test information, sexual orientation, or gender identity or expression.