Administrative Specialist Development

Sugar Grove, IL
Full-time Support Staff
Dickson Center, Sugar Grove Campus

This position reports to the Vice President of StudentDevelopment and Executive Director of the Foundation and the DevelopmentManager. The Administrative Specialist to the Vice President of StudentDevelopment and Executive Director of the Foundation and the DevelopmentManager provides the administrative support necessary to carry out the Development’sfunction for the college. This position must exercise professionalism andmaintain confidentiality in all areas of communication. The execution of the responsibilitiesfor this position requires initiative, creativity and proficiency in editing,proofreading, and maintaining reports.

Responsibilities

Coordinate and maintain Development Office calendar including scheduling appointments, conferences, meetings, and events.

Collect and distribute mail for the Development Office and ensure out-going mail is in the mail room in a timely fashion.

Maintain inventory of supplies necessary for Development Office operations.

Answer the phones for the Development Office.

Maintain and monitor all records as they pertain to the responsibilities of the Executive Director of the Foundation.

Create and/or prepare and attend to correspondence and reports of both a regular and confidential nature.

Coordinate the necessary logistics for meetings of the Foundation Board of Directors and Foundation committees.

Coordinate, organize, and create Foundation Board of Directors’ meeting materials, including agendas, meeting folders, calendars, and committee reports. Attend, record, and circulate minutes of meetings of the Foundation Board and Foundation committees.

Compile and keep up to date all Foundation Board member information, including the coordination of all required annual forms and signatures.

In collaboration with Development Office staff,coordinate the logistics necessary for the execution of Foundation events,including, but not limited to, scholarship selection, scholarship recipientworkshops, scholarship recognition events, etc.

Prepare deposits and maintain records of checks and cash received from scholarship donors.

Coordinate travel of the Development Office staff, as appropriate.

Assist Executive Director of the Foundation with department budgets and finances including the preparation and submission of requisitions, monitoring account balances, initiating budget transfers, following up on payments to vendors, and setting up and maintaining ACH and EFT accounts to receive donations.

Work with Finance Department to provide the necessary documentation for the Foundation’s annual audit.

In collaboration with Development Office staff and the Foundation board of directors, coordinate the planning and execution of fundraising events. When appropriate, coordinate and manage external consultants and vendors contracted by the Foundation for outsourced events.

Develop and maintain copies of complete historical documentation files on all named scholarships and endowments.

Coordinate the creation and maintenance of policy and procedure manuals for the Development Office in order to formalize and standardize the processes and operations of the department.

Create and maintain informational materials for the Foundation Board of Directors to facilitate the onboarding process conducted by the Executive Director of the Foundation and ensure that directors have the resources needed to execute their duties.

Other position-related duties as assigned.

Minimum Qualifications

High school diploma or equivalent required; additional administrative coursework preferred.

Three years related administrative experience required.

Proficiency with editing, proofreading, Windows, Microsoft Word and Excel, and knowledge of other software applications to include email, electronic calendar, Microsoft Access and PowerPoint.

Able to take initiative, be creative and problem solve, working independently or as a member of a team.

Ability to maintain confidentiality, handle sensitive issues and communicate professionally with college employees, Foundation Directors, donors and students.

Well organized with excellent attention to detail.

Proficiency in using fund development software and special event experience preferred.

Please attach the following documents when applying:

1. Cover Letter-Yes
2. Resume-Yes
3. References-Yes (Can be provided at interview)
   
4. Transcripts-No
   

Position Details
req1024
Grant Funded: No
Compensation Range: 17.97 - 17.97 (starting pay reflected)
Compensation Type: Hourly
Work Schedule: M-F 8 a.m. - 4:30 p.m.
Work Hours: 40
Testing: Yes
Targeted Hire Date: 3/1/2021

Special Instructions: Please attach all required documents at the time of application.

Equal Opportunity Employer: minority/female/disability/veteran