Administrative Assistant & Records Management

Northern Wyoming Community College District
Closing date
Sep 13, 2021

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support

Job Details

Job Title :

Administrative Assistant & Records Management





Posting Category:


Hiring Range:

$14.32 - $17.90

Full Salary Range:

$14.32 - $21.48

Benefits Summary:

Part-time non-benefited position

Typical Work Schedule:

Part-time non-benefited position, schedule is less than 80 hours / month

Posting Number :


Job Posting Date:


Initial Review Date:


Open Until Filled:


Job Summary:

Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately. Answering, screening and forwarding incoming phone calls. This position will be responsible for the Foundation’s Raiser’s Edge donor database system, becoming proficient in providing reports, mailing lists, processing gifts, and general database maintenance. Provide assistance to all Foundation staff in duties consistent with this position.

General Office Functionality
Supplemental Functions:

• Will be required to be or become proficient with software systems used in the Foundation’s operation which are currently Blackbaud’s Raiser’s Edge (donor database), Microsoft Office including Word, Excel and Access.

Reports To:

Jennifer Crouse, Executive Director of the Sheridan College Foundation


•Associates Degree, preferred

Knowledge, Skills & Abilities:

•Maintaining and managing a complex database
•Strong interpersonal and communication skills
•Good writing skills
•Treat all contacts and information confidentially
•Proficiency with Microsoft Office systems, especially MS Word, Excel, and Access.
•Critical thinking skills to develop solutions and more efficient and effective systems
•Complete work in a timely fashion in a busy environment with multiple interruptions
•Thorough knowledge of the principles and practices of office management
•Substantial knowledge of electronic and hard copy office filing systems and procedures
•Work as a team member and foster a cooperative teamwork environment.
•Be self-motivated and able to work with limited supervision.
•Willingness and ability to learn quickly.

Working Conditions/Physical Requirements:

• Occasional evening and /or weekend hours required
• Standard office environment
• Regular exposure to video terminal displays

About Northern Wyoming Community College District:

Sheridan College is located in historic Sheridan, WY at the foot of the beautiful Big Horn Mountains, minutes away from a variety of outdoor recreational activities. Sheridan is ranked “America’s Top Western Town” by True West magazine and is a vibrant community. Sheridan College is a vital component in the community.
Gillette College is located in Gillette, WY, the county seat of Campbell County. Located midway between the Big Horn Mountains to the West and the Black Hills of South Dakota to the east. Gillette is a growing, family-friendly community and enjoys a very strong economy due to energy-related industries located there.
NWCCD also includes campus sites in Buffalo, Wyoming and its Spear-O-Wigwam Mountain Campus in the Big Horn Mountains.


•3 to 5 years of general office experience or equivalent required.
•Experience with database operations and records management required.

Percentage of time:



Front Desk Support

•Receive telephone calls and visitors and provide assistance as requested
•Direct visitors, calls and correspondence to the appropriate staff member
•Organize and maintain office supply inventory.
•Contact to custodial support, schedule cleaning and support as needed
•Contact for maintenance of general office equipment
•Maintain paper supply in commonly used equipment
•Maintain orderly and professional appearance of personal office space
•Provide coordinating support and assistance in event planning – meetings, luncheons, and special events.

Percentage of time:



Donor database and records management
•Maintains donor database
•Know how to create and export reports from donor database
•Know how to import student records when received from the College
•Know how to create database queries and export query results
•Assists with recording and preparing receipts of gifts and pledges as needed
•Assists with tracking thank you and acknowledgements of gifts as needed
•Scan for information to add quality and depth to donor database including from newspapers, alumni records, correspondence
•Provide donor database support for staff members as requested

Percentage of time:



•Assist with special mailings including processing bulk mail
•Provide information for mail merges from donor database
•Assist with preparing receipts and bank deposits.
•Assist with social media postings
•Assist with adherence to records management procedures that incorporates both electronic and hardcopy files
•All other duties as assigned


Working at Northern Wyoming Community College District

The Northern Wyoming Community College District is northern Wyoming’s educational epicenter. Encompassing three separate counties, and serving an estimated 4,000 students annually, Sheridan College, Gillette College and outreach centers in Buffalo, Kaycee and Wright, provide the educational framework for Wyoming’s current and future workforce. NWCCD is dedicated to serving the needs of its students through engaging lectures, hands-on learning using state-of-the-art technology, and by employing an enthusiastic staff whose number one goal is student success.

Degree and Training Options

Sheridan College and Gillette College offer associate of arts, associate of fine arts, associate of science, and associate of applied science degrees, certificate programs, and program tracks that prepare students to transfer to a four-year college or university. In addition, students may elect to enroll in career training, professional development courses and/or vocational/technical programs.

Advanced Degrees Through Distance Learning

A number of master’s and doctorate programs are available through distance learning agreements with four-year colleges and universities.

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