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Foundation Relations Coordinator III

Employer
College of the Canyons
Location
Santa Clarita, CA

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Position Number: CLA22-489

College of the Canyons
Santa Clarita Community College District

announces an employment opportunity for

Foundation Relations Coordinator III

A Full-Time Classified Represented Position

Review Date: April 26, 2023

This position is a high priority for our District for the 2022-23 year and is contingent upon continued available district, grant and state funding.

Two weeks prior to the deadline to submit applications, the diversity of current applicants will be assessed. Upon review, if the pool does not include sufficient diversity at that time, the application window may be extended.

The Santa Clarita Community College District/College of the Canyons is seeking a full-time Foundation Relations Coordinator III in the Foundation office.

Salary placement will be on Range 32 of Classified Represented Salary Schedule B.

** Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($5,078.00 / $5,389.00/ $5,693.00 per month) of this 20-step salary range.

Probationary period for new Classified employees is six months. Work year is 12 calendar months. The normal workweek for this position is 40 hours. Paid holiday, discretionary, and sick time are provided. Ten vacation days accrue during the first year of employment. A regular work schedule will be assigned, with the ability to occasionally work a flexible schedule as needed with supervisor approval.

Who We Are

The Santa Clarita Community District is committed to achieving educational equity for all students. As presented in our District Strategic Plan, which focuses on Access, Engagement, and Success, “Equity, inclusion, and diversity are not goals in themselves, but ideologies embedded in all actions and planning across all departments and functions of our college and its two campuses.” These areas of focus demonstrate a resolve to focus on student success and confirm that we are at the forefront of change with integrated planning efforts that both evolve and anticipate the needs of our students. We provide students with a rich and dynamic learning experience that embraces differences — fostering healthy inclusion through inquiry, shared dialogue and reflection to ensure that we promote a sense of community, collegiality and cooperation. When you join our team at the Santa Clarita Community College District, you can expect to be part of an inclusive, creative, flexible, innovative and equity-focused community that engages students, each other, and the community in scholarly inquiry, creative partnerships, and the application of knowledge and success.

The College and the District

College of the Canyons is part of the Santa Clarita Community College District and is designated as a Hispanic Serving Institution (HSI), enrolling approximately 32,000 students each academic year. College of the Canyons has a diverse student population that reflects our focus on enhancing the educational attainment and economic well-being of the community we proudly serve. Detailed information about our student population, including data related to student success, can be found on the College of Canyons Office of Institutional Research, Planning and Institutional Effectiveness (IRPIE) website. Additionally, College of the Canyons, was recently honored as a 2021 Bellwether College Consortium award winner, was honored in 2018, 2019, and 2021 with the Champion of Higher Education award, was ranked #1 in Los Angeles County during 2019 as the best two-year college for adult learners, and is rated #1 in Los Angeles County for completion rates by college-prepared students. It is distinguished as one of the top transfer institutions in Los Angeles County.

Who We Want

We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate must be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students and community partners who share our commitment to closing equity gaps. The Santa Clarita Community College District seeks leaders possessing a strong grounding in academic and student services programs and a thorough understanding of the primary mission of the community college. We seek employees that value mentorship and working in a collegial, collaborative environment, who are conscientious risk takers and transformational leaders guided by a commitment to helping all students achieve their educational goals.

"BIG PICTURE" RESPONSIBILITY:

Under the supervision of the Chief Operating Officer/Director of Operations of the College of the Canyons Foundation, performs comprehensive accounting work, financial analysis, and reporting as well as specialized administrative and clerical functions in support of Foundation programs and budgets. The Coordinator maintains complete responsibility for constituent management, advancement services, and revenue processing for the department. Performs other related duties as required.

Canyons Hall

ENTER ESSENTIAL DUTIES:
  1. Maintains donor database and generates various types of reports as needed, such as deposit records, mailing lists for targeted mailings, level of giving reports, list of members of particular college-affiliated groups or organizations, donor recognition letters, and pledge notices. Ensures quick and easy access to up-to-date donor information and provides minimum steps to extract data to maximize donor cultivation.
  2. Manages constituent database and data mining software to insures data consistency, troubleshoots and maintains data integrity, designs queries, generates reports, updates software, and trains Foundation staff on donor software. Resolves any software issues with Computer Support.
  3. Manages constituent relations through CRM (Customer Relationship Management) actions and manages delivery of membership benefits.
  4. Prepares and processes all donations received by the Foundation to ensure they are entered into the database correctly and assigned correct coding as provided by the Chief Operating Officer/Director of Operations.
  5. Prepares, processes, and codes all accounts payable transactions for the Foundation to include special grants, check requests, invoices, and other accounts payable transactions for approval.
  6. Manages the Gift In Kind documentation process to include obtaining the appropriate approval and providing the correct documentation to the donors as it relates to IRS tax law and coordinate with Fiscal Services to ensure items passed onto the District are tagged and added to inventory.
  7. Prepares and maintains all Foundation financial transactions and records. Processes expenditures and revenue transfers between foundation accounts. Prepares and maintains activity reports for Foundation account holders. Provides monthly reconciliation of all existing fundraising accounts held in trust by the Foundation to ensure integrity of funds with Raiser’s Edge and Datatel.
  8. Processes the report for updating the Foundation’s asset inventory which includes a list of all items purchased with Foundation funds.
  9. Set up new Foundation funds in coordination with Fiscal Services in Datatel and Raiser’s Edge.
  10. Prepare Independent Contractor Forms and Vendor Information Forms for new contractors/vendors and obtain all signatures for approval.
  11. Prepares monthly and as-requested fund balance reports for various Foundation account holders. Meets with departmental personnel to go over accounts and answer questions. Audits documentation for requests for payment from Foundation accounts to Foundation account holders and vendors. Ensures adherence to the Foundation’s internal policies and procedures.
  12. Researches, maintains, and compiles data for monthly financial and disbursement reports for Finance and Executive Committee approval with the assistance and coordination of Fiscal Services.
  13. Assists with the development, maintenance, and coordination of assigned areas’ annual budgets. Oversees and coordinates the daily operations of the adopted budget allocations and expenditures. Monitors all budget activities, ensuring that expenditures do not exceed the established budget. Processes budget transfers, salary account code changes, purchase requisitions, and other financial related items.
  14. Maintains comprehensive accounting records in order to comply with state and federal compliance requirements. Prepares year-end closing entries for Foundation accounts, sets up current liabilities, makes adjusting entries, and prepares journal entries to close books for audit purposes and other applicable laws and requirements. Coordinates and assists with the Foundation Audit and meets with auditors, as needed.
  15. Researches IRS Tax Law for applicability to fundraising and acknowledgement practices and updates office procedures to ensure compliance with applicable tax laws.
  16. Serves as liaison between the Foundation Office and the community, staff, students and other District or campus officials as it relates to donor relations and membership benefits.
  17. Develops, recommends, coordinates and implements techniques and practices to improve cross-functional operations with fiscal services. Develops and updates policy and procedure guides for donor software and routine accounting procedures as it relates to cash acceptance and disbursements.
  18. Prepares professional correspondence, Foundation invoices, and vendor confirmations, etc.
  19. Maintains accurate records and files related to corporate and personal giving histories; annual, capital and special interest campaigns; and general donor information working in collaboration with Foundation staff.
  20. Creates, produces, and/or works with internal/external desktop publishing designers for donor newsletters. Assists in outreach and promotional communications for these areas, including e-mail dispatch and web content preparation.
  21. Assists in direct mail campaigns in support of designated funds, corporate and personal giving, and distribution of the newsletters; collaborating with print and mail services, both internal and external.
  22. Creates, modifies, and maintains Foundation website.
  23. Works evenings and weekends when requested.
  24. Provides clerical and administrative support to other Foundation staff when necessary. Coordinates and organizes the clerical functions of the office in anticipation of needs and deadlines.
  25. Assists with the preparation, planning, and execution of Foundation events. Assists with the creation and management of event reservation webpages, and event revenue. Attends events as required.
  26. Performs other related duties as assigned.
MINIMUM QUALIFICATIONS:

Experience:

Three (3) years of responsible accounting and financial record management and reporting experience and varied administrative and clerical experience, including two (2) years of work experience in database management. Advanced knowledge of Raiser’s Edge and Excel is preferred.

Education:

Education equivalent to an Associate’s degree (60 semester units) from an accredited institution is required. Two years direct experience in addition to that identified above may be substituted for each one year (30 units) of college.

DESIRABLE QUALIFICATIONS:
  • Prior experience performing administrative support duties in a community college or other post-secondary educational institution.
  • Prior experience managing projects.
  • Prior experience managing a complex database application.
  • Prior experience working with advanced technology and computer applications.

DEMONSTRATED KNOWLEDGE AND ABILITIES:

Position requires knowledge of:

  • Methods, practices and terminology used in accounting and computerized accounting systems.
  • Proper English usage, grammar, spelling and punctuation.
  • Modern office practices and equipment including automated word processing, record management and filing systems, receptionist and telephone techniques, correspondence and report writing.
  • Basic methods and techniques of organization and planning.

Position requires ability to:

  • Learn, interpret, and apply legal mandates, policies, regulations, and guidelines and operational procedure.
  • Use advanced forms of technology and perform complex and database administration.
  • Design, maintain, and update websites and print materials.
  • Independently maintain currency of technology, computer programs/software, web design, and related tools as technology evolves.
  • Work effectively with Raiser’s Edge and Datatel; learn and effectively use additional software programs as required.
  • Learn fundraising and Constituent Management principles and understand the laws pertaining to 501(c)(3) organizations.
  • Assume responsibility for routine clerical detail.
  • Establish and maintain comprehensive and accurate files and records, prepare concise and complete reports as required.
  • Maintain confidentiality when dealing with sensitive and privileged material and information.
  • Make decisions and use professional judgment based on established guidelines and procedures.
  • Type with speed and accuracy; make arithmetical calculations in like manner.
  • Communicate effectively orally and in writing.
  • Compose correspondence independently and apply knowledge of proper English usage, grammar, spelling and punctuation.
  • Understand and carry out oral and written directions.
  • Adapt to changing procedural requirements and multi-task in a fast-paced office environment.
  • Work effectively and collaboratively with community volunteers, donors, foundation board members, faculty, staff, and community members in the performance of duties.
  • Demonstrate interpersonal skills using diplomacy, patience and courtesy.
  • Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students, staff and community.
PHYSICAL DEMANDS:

Position requires sitting and viewing a computer monitor for extended periods of time plus frequent periods of standing and walking, which may include climbing staircases; dexterity of hands and fingers to operate a computer keyboard and related equipment; reaching, bending, stooping, kneeling and crawling; handling and working with various materials and objects; frequently exerting 10-20 pounds of force to lift, carry, push, pull or otherwise move objects; hearing and speaking to communicate and provide information to others; vision to read printed material and computer monitor; may be exposed to occasional contact with dissatisfied or abusive individuals; and travel from site-to-site.

DISTRICT CLASSIFIED EMPLOYEE BENEFITS:

Full-time employees are provided with a diversified program that includes medical, dental and vision insurance including dependent coverage, disability and life insurance as well as Section 125 options. These benefits commence on the first of the month following date of hire. Professional development opportunities are provided to all employees. Educational incentive is available to eligible Classified Represented and Confidential employees.

RETIREMENT: Classified employees contribute to the Public Employees' Retirement System (PERS), a defined benefit retirement plan through the State of California.

CONDITIONS OF EMPLOYMENT:
  • Successful completion of background fingerprint clearance, pre-employment physical examination (disabilities not related to the physical job will not affect the application process) and TB screening.
  • Proof of eligibility to work in the United States and signing of loyalty oath per government codes 3100-3109.
  • Meeting applicable eligibility requirements under CalPERS or CalSTRS if you are a current or former member.
  • Board of Trustees approval.
  • Official, sealed transcripts are required upon offer of employment.
  • Position is contingent upon funding and is subject to change.
EQUAL EMPLOYMENT OPPORTUNITY:

The Santa Clarita Community College District is committed to employing qualified employees The Santa Clarita Community College District is committed to employing qualified employees who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide consideration for all qualified candidates. The District does not unlawfully discriminate in providing educational or employment opportunities to any person on the basis of race, color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran and/or military status, protected medical leaves (requesting or approved for leave under the Family and Medical Leave Act or the California Family Rights Act), domestic violence victim status, political affiliation, and any other status protected by state or federal law or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.

Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting the Human Resources office directly at (661) 362-3427.

Students

ABOUT THE DISTRICT

Innovative. Collaborative. Entrepreneurial. These characteristics not only define College of the Canyons, they are embodied by the faculty, staff and administrators who make this college unique among the 116 California Community Colleges.

Established in 1969, College of the Canyons is among the fastest-growing colleges in California and the nation. It is widely recognized as a model community college for enhancing student access, success, and equity. Its completion rates rank among the highest in the state. The college has established a well-deserved reputation for bolstering economic development and offering innovative career technical education responsive to industry needs.

Guided by visionary leadership, the college serves a 367-square-mile area of northern Los Angeles County that includes the dynamic, growing Santa Clarita Valley. A steady influx of new residents and businesses creates a spirit of possibilities that inspires the college to be flexible, creative, and attuned to the community’s evolving needs. The growing diversity of the community is mirrored by the college, which qualifies as a Latino-serving institution.

The college’s influence in the community is best illustrated by the dozens of collaborative partnerships it has forged with local school districts, government entities and service organizations. Examples include the Performing Arts Center’s K-12 Arts Education Outreach initiative, which allows thousands of children to experience the arts each year, and Academy of the Canyons, an early/middle college high school at the Valencia campus that is ranked among the top 10 percent of high schools in the nation.

With campuses in Valencia and Canyon Country, the college offers 97 associate degree programs, including 31 associate degree for transfer (AD-T) options, as well as 162 certificate programs. Classes are offered during traditional fall and spring semesters, as well as shorter, intensive summer and winter sessions. Additional educational opportunities exist at the University Center, whose four-year colleges and universities offer approximately 30 bachelor’s, master’s, and doctoral degree programs, as well certificate and credential programs.

Because of the college’s commitment to meeting the needs of the community, local voters have approved two bond measures valued at more than $240 million since 2001. The college also secures substantial funds from the state and millions of dollars in grants each year that allow new, cutting-edge programs to be developed and facilities built to accommodate them.

Given its commitment to growth and innovation, College of the Canyons sets a new standard for what a college can achieve. It is a vital cultural, educational, and economic force in the region. Join us to discover unexpected possibilities, the freedom to innovate and an opportunity to shape the future.

APPLICATION AND SELECTION PROCESS:

Applicants are encouraged to complete their applications online at https://www.canyons.edu/administration/humanresources/. If you require assistance, please call the Human Resources office at (661)362-3427 or for the hearing impaired TTY/TDD Line at (661)362-5178. Applicants may check the status of their application online and may expect to be notified within approximately 5 weeks following the Review Date as to the status of their application.

All application materials must be uploaded online or received in the Human Resources office by the end of the day on the Review Date in order to assure consideration for this position. Postmark is not acceptable for this purpose. Separate application materials must be submitted for each position applied for. Materials submitted become property of the District and will not be returned, copied, or considered for other openings. The Human Resources office is located in the University Center, Suite #360 at 26455 Rockwell Canyon Road, Santa Clarita, CA, 91355.

Your application is not complete until the following required materials have been uploaded online or received by the Human Resources office:

  • A District Academic application.
  • A current detailed resume, summarizing education and experience.
  • Letter of interest (cover letter). In your letter, please address your qualifications and experience as they pertain to the job duties, the demonstrated knowledge, and the abilities section of this announcement. Provides specific details and examples of your direct leadership in achieving the list of minimum and desirable requirements for this position.
  • Copies of complete and legible college transcripts clearly indicating all college units earned and any degree awarded. Submit unofficial copies of transcripts for application purposes. Copies of diplomas are not acceptable in lieu of college transcripts. Please see our website for the requirements for evaluation of transcripts from foreign colleges or universities.
  • Confidential Recruitment Source Information (Voluntary Survey). This is voluntary and is part of the online applicant profile separate from the application.
  • Supplemental Questionnaire. Complete the Minimum Qualifications & Supplemental Questions as part of your application packet.
    1. Do you possess education equivalent to an Associate degree (60 semester units) or higher from an accredited institution? If yes, list your degree(s) and please provide a legible copy of your college/university transcript(s) in your online application packet. Copies of diplomas are not acceptable in lieu of college transcripts. If not, and you are using additional years of work experience in lieu of semester units, please clearly indicate how you meet the minimum educational requirement through this additional work experience.
    2. Do you possess three or more years of responsible accounting and financial record management and reporting and varied administrative and clerical experience? Please describe your experience, and include employer name(s), your position title(s), dates of employment, full-time or part-time status (% of time or number of hours worked per week), and your roles and responsibilities. Please provide your total years of full-time equivalent experience you have in this field.
    3. Please describe in detail your experience with financial record keeping in a database management system.
    4. Please describe any experience you may have with Blackbaud, Raiser’s Edge, or any other fundraising/donor management software.
    5. Please describe the types of reports you have prepared in the past, including how the information was compiled and what the reports were used for.
    6. Please describe your experience in managing projects or events.
    7. Please describe any experience you may have performing administrative support duties in a community college or other post-secondary educational institution.
    8. Please describe any experience you may have in creating, modifying, and maintaining websites.
    9. Why do you want to work in this position in the Foundation office at College of the Canyons?

Please note:

  • Skills evaluation of candidates for interview may be required.
  • Travel and relocation expenses are the responsibility of the applicant.
  • Hiring committees review all complete, qualified application packets. Possession of the minimum qualifications does not guarantee an interview.
  • “Experience” generally refers to relevant paid experience. In some instances, unpaid experience may be counted as experience towards meeting the minimum qualifications or requirements for the position only if it entailed responsibilities substantially similar to those of relevant paid positions in the field. It is the applicant’s responsibility to provide sufficient information and details to the Human Resources office at the time of submission of their application packet. Details should include the organization, contact name and contact information, start and end dates, hours per week, and a list of relevant unpaid/volunteer duties or responsibilities performed. Not all unpaid experience may qualify. Upon offer of employment, an applicant will be required to obtain written verification(s) of any relevant unpaid/volunteer experience.
  • Current COC employees who are applying for this position: Please be aware that materials from your personnel file are not included as part of the application file; therefore, please provide the same requested application materials as any other applicant.
  • Please be aware that, should you be considered as a finalist for this position, reference checks will include current supervisor(s).
  • Applicants are encouraged to apply online. If you need assistance with the application process, contact:
Human Resources Office

(661) 362-3427

TTY/TDD (661) 362-5178 or visit our website at

https://www.canyons.edu/administration/humanresources/

It is the applicant’s responsibility to ensure that all application materials are fully and correctly submitted. All materials submitted are for this position only and become the property of the District. Materials will not be returned, copied or considered for other openings. Resumes may not be submitted in lieu of the official application form.

The College is expecting to conduct initial interviews the week of May 15, 2023 and conduct final interviews the week of May 25, 2023. This is an estimated timeline, and is subject to change.

Interviews may be conducted in-person or remotely via Zoom.

** This is an in-office position, working forty hours per week on campus.

Position is offered contingent on funding. We reserve the right to withdraw, extend the filing date, reopen, or delay filling this position. Recruitment may continue until the position is filled.

Please note: This recruitment may be used for future vacancies, including positions on either the Valencia or the Canyon Country Campus.

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