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Administrative Technician

Employer
San Diego Community College District
Location
San Diego

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Administrative Jobs
Academic Affairs, Research Staff & Technicians
Employment Type
Full Time
Institution Type
Community College

Job Details



Administrative Technician

San Diego Community College District


Closing Date: 8/29/2021

Position Number: 000326

Location: San Diego Mesa College

Position Type: Classified

The Position:
From San Diego Mesa College President Pamela Luster:

San Diego Mesa College seeks energetic and dedicated candidates to apply for classified positions. The College is committed to academic excellence and diversity, equity and inclusion among its faculty, staff, and students. As the largest college in the San Diego Community College District, the institution enjoys a solid financial standing and has prioritized resources to hire new staff and to support professional development. We are adding new staff who, alongside our stellar current staff, will lead us into the future. If this opportunity sounds like the right fit for you, I encourage you to file an application for employment.

San Diego Mesa College seeks a dynamic candidate to apply for the Administrative Technician position in the Office of Resource Development. Under the Supervision of the Director of Resource Development, the Administrative Technician will support the fundraising and friend-raising efforts of the campus and San Diego Mesa College Foundation. Each year, San Diego Mesa College Foundation awards over $160,000 in scholarships, funds dozens of innovation grants for Mesa faculty and staff to enrich students' learning, and helps meet basic needs for over 400 students battling food insecurity. This role will provide operational and administrative support to ensure that outreach and engagement efforts result in current and prospective donors/partners feeling engaged and inspired by Mesa's mission and impact.


Major Responsibilities:

Data Management - Database Implementation and Donation Processing

Process incoming donations - Carry out gift entry process: scan checks, input gift and donor data, update check log, create and save deposit slips, gather necessary signatures, run financial reports and reconcile deposits Enter Donor/Partner Information - enter donor/partner/prospect contact and biographical information, touchpoints, grant information Maintain donor database - ensure consistent and thorough data entry practices; perform database clean-up projects to improve data integrity and database performance; create reports, donation forms, and workflows
Manage Daily Check Requests, Transfer Requests, and Deposits. Scan documents, complete necessary forms consistent with data tagging, route for signature, follow-up as needed, update tracking logs, and handoff.
Generate monthly reports and reconciliations with Accounting Team - Run reports, QA data to ensure accurate information such as designation and data tagging for appeal, reconcile with bank statements, access portals for additional information regarding direct deposits, import batch donations through employee payroll designations.

Donor Relations and Correspondence

Manage donation acknowledgement process: send thank you notes, letters, reports, and special processing; perform mail merges and assist with solicitation and other department mailings Track and manage donor stewardship plans, request outreach from internal partners Facilitate planning of campus tours: document timeline and share pertinent information (itinerary, donor bio/background) with all tour participants; serve as primary point of contact with donors and prospects to schedule campus tours, arrange parking and food Maintain and manage segmented communication lists; generate and send e-campaign updates (Constant Contact) and invitations to campus events Monitor campus event calendar for donor/prospect engagement opportunities Conduct prospect research

Storytelling

Manage alumni, student, and partner story-bank: reach out to campus stakeholders for recommendations and/or send story form to constituency groups, follow-up with people who submitted for interview or clarifications and permissions, record video or add to story-bank templates Assist in the development of collateral materials Assist in creation of quarterly update/newsletter

Scholarship Management

Serve on Scholarship Working Committee/Task Force Manage Scholarship Database; QA and update balances; assist in configuration of scholarship criteria and scoring Gather and prepare appeal documents for eligibility exception Manage student thank you note process - request, gather, save, and distribute thank you notes
Track scholarship data points; generate reports for scholarship disbursement
Events

Liaise with event vendors, gather bids and submit orders Maintain invite, guest, and attendee lists, provide updates to internal points-of-contact; track outreach efforts and contacts Preparation and Planning: Prepare event outline and run-of-show; submit facilities requests and updates; liaise with, interview, help select, and prepare student speakers; gather and prepare collateral materials for guests, facilitators, and volunteers

Fund and Innovation Grant Administration

Maintain process documents that guide Project Managers to administer funds/accounts Receive and review fund disbursement requests, provide quality control check and check balance of funds Support Innovation Grant Process: update outreach and application materials; consolidate scores; assist with scheduling selection committee meetings; assemble innovation award packets; save, track, and follow-up to ensure report submission; synthesize and summarize data

Reception and Clerical

Greet guests and answer phones, take messages; accept donation drop-offs and provide receipts Meeting support: schedule meetings and visits, help format agendas, assemble packets, prepare meeting room, put in and pick up food orders when appropriate; take notes/minutes when appropriate Ensure all Board and Committee minutes, agendas, and packets are finalized and posted Edit PowerPoints and other materials Maintain database access and accounts for employer match and other giving sources Develop/format/update forms and process checklists Create, route and file department check requests

Please note that an employee may be transferred to any site at the option of the Chancellor.

Major Responsibilities:


Qualifications:


Desired Qualifications:
Knowledge:
  • Proficient in Adobe Acrobat, MS Word, MS Excel, MS Outlook.
  • Fundraising Database experience desirable (Donor Perfect).
  • Constant Contact experience desirable.
  • Website: Page Updating (text, photos).
  • Account payable/receivable accounting; digital record-keeping techniques.



Skills and Abilities:
  • Strong oral and written communication skills.
  • Organized with ability to self-prioritize and follow-up with leadership as needed.
  • Maintain confidential records and files.
  • Work independently, meet strict deadlines, and adapt to rapidly changing environments.
  • Communicate effectively and provide excellent customer service.
  • Relate effectively with people from varied cultural and socioeconomic backgrounds.



Licenses:


Pay Information:
Range 22 ($3,692.64 - $5,894.28) per month based on the current Classified salary schedule. New employees will begin on Step A ($3,692.64), Step B ($3,877.26) with 18 months of verified, paid, full-time equivalent related job experience or up to Step C ($4,071.13) with 36 months of verified, paid, full-time equivalent related job experience. For purposes of salary placement, 7.5 semester units (or equivalent quarter units) of directly related coursework from a regularly accredited institution will be equivalent to one (1) year of job experience. Promoted or transferred employees will be placed as specified in the CBA. This position is FLSA Non-exempt (may accrue overtime). Excellent Benefits are provided to all Contract employees with assignments greater than, or equal to, 50% (0.50 FTE) and all eligible dependents. A temporary probationary period will apply to the employee entering this assignment. The SDCCD Employment Web Page provides a link to employee collective bargaining agreements/handbooks and more information about terms and conditions of employment to include salary and benefits.



To apply, visit: https://www.sdccdjobs.com

All applicants must have demonstrated cultural competency and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students and staff.







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Organization

The San Diego Community College District serves 130,000 students annually through three two-year colleges and six Continuing Education campuses. The three colleges, San Diego City, Mesa, and Miramar colleges, offer associate degrees and certificates in occupational programs that prepare students for entry-level jobs, and arts and sciences programs that transfer to four-year colleges and universities. Continuing Education offers adults the opportunity to renew their learning experiences through noncredit vocational, basic skills, life skills and enrichment classes at sites throughout the city. The District also provides education to over 42,000 service personnel at military bases in 15 states. 

The Continuing Education campuses offer adults the opportunity to renew their learning experiences through noncredit vocational, basic skills, life skills, and enrichment classes at sites throughout the city. A number of special programs are unique to the city, including KSDS-FM all-jazz radio, the Center for Competitive and Applied Technologies, and the Workplace Learning Resource Center.

The San Diego Community College District is governed by its five-member, locally elected Board of Trustees and three student members serving on a rotating basis. Shared governance activities involve faculty, students, and staff in the development of solutions to key policy and budget issues. The five trustees are elected in even-numbered years to four-year terms by the voters of San Diego. The Chancellor, the District's chief executive officer, is responsible for carrying out the policies approved by the Board of Trustees. 

The District is in the midst of $1.555 billion in new construction and renovations at the three colleges and Continuing Education campuses throughout the city.

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