Program Administrator - Foundation

Butte Valley, Butte County / Oroville, Butte County / Pulga, Butte County / Yankee Hill, Butte County
Jun 02, 2014

Program Administrator - Foundation

Opening Date/Time: Thu. 05/29/14 12:00 AM Pacific Time
Closing Date/Time: Thu. 07/02/14 4:00 PM Pacific Time
Salary: Not Displayed
Job Type: Full-Time
Location: Main Campus, California
Department: Planning and Information

Exempt Full-time, 12 months per year.
MSC 5; $49,831.14 per year

OVERVIEW: Under the direction of the assigned administrator, performs a variety of specialized functions with area expertise while effectively utilizing fundamental concepts, practices and procedures within area of specialization. Will also perform administrative assistant and complex secretarial duties and responsibilities to assist the assigned administrator with administrative matters requiring a high level of independent judgment, confidentiality, decision-making, and problem solving to effectively deal with complex situations. Provides direction to other departmental staff as needed or required. 

DISTINGUISHING CHARACTERISTICS:  Position is responsible for the management, development and distribution of all Foundation records, scholarships, endowments, donations and correspondence. Position works closely with the assigned administrator to manage donor relations, internal and external scholarships, agency accounts, donations, fundraising, special events and may represent the assigned administrator in his/her absence. Prepares all agendas and minutes for board meetings, executive board meetings and various committee meetings related to the Foundation, along with maintaining all files and records of meetings. Position is responsible for event planning and the training and direction of all volunteers in conjunction with the assigned administrator for scholarships and special events.

Representative Duties:
The duties recorded below are representative of the duties of the class and are not intended to cover all the duties performed by incumbent(s) of any particular position.  The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related or a logical assignment to this class.  The essential duties of the class are indicated with an asterisk *

1. Organizes and administers the activities of the Foundation to assure efficient and effective operations; coordinates communications; assists the assigned administrator with administrative matters, applying a high level of confidentiality, responsibility and judgment* 

2. Provides technical assistance and guidance to students, staff, faculty, administrators and the general public in the interpretation and clarification of Foundation policies and procedures*

3. Manages the Foundation’s scholarship programs from application to selection. Ensures all scholarships are posted, managed and distributed. Tracks and manages all District donations, to include the creation and maintenance of donor and sponsor proposals*

4. Oversees the planning and implementation of special events which includes securing vendors and their associated contracts; special events may include, but are not limited to the Donor and Student Scholarship Reception and Spring Gala*

5. Performs a variety of duties in support of functions delegated to the Foundation; interprets and applies federal, state and District rules and regulations as appropriate*

6. Monitors, maintains and assists in budget expenditures, budget preparations and all special event budgets. Processes, routes and maintains all related budget paperwork* 

7. Coordinates activities between the assigned administrator and staff, students, the public, outside community and state agencies, or other District or college officials; obtains and provides information and coordinates activities. Updates and maintains social media and the website*

8. Serves as the secretary to the Foundation and its Board of Directors for board meetings and executive board meetings to prepare and maintain all records, files and agendas; takes minutes for all meetings and ensures all meetings are posted accordingly. Interacts with Foundation Board members as needed to fulfill the requirements of the position*

9. Prepares a wide variety of materials such as correspondence, reports, surveys, forms, charts, budget sheets and memoranda (independently and/or from oral or written instructions), maintaining confidentiality*

10. Develops schedules related to Foundation events and services; assembles information, verifies accuracy and inputs or oversees the input of information into the computer; processes data according to established procedures and time-lines; generates and updates reports on an on-going basis*

11. Utilizes a variety of software and hardware to perform advanced-level document production including complex formatting of documents, creating charts and acknowledgments, establishing and maintaining databases and using spreadsheets*

12. Initiates and answers telephone calls; screens and directs calls and visitors to appropriate personnel; schedules and confirms appointments and maintains assigned administrator’s calendar*

13. Coordinates travel arrangements for assigned administrator and manages travel arrangements, hotel accommodations and conference attendance paperwork*

14. Responds to requests for information from students, staff and the general public regarding scholarship programs, policies, procedures and regulations. Assists with the marketing of the Foundation internally and externally*

15. Manages agency accounts, creates and maintains a variety of files, including lists, spreadsheets and others of a confidential nature; creates, updates and maintains all endowment agreements, contracts, sponsorship agreements and donations*

16. Gathers and compiles difficult and complex statistical information and prepares narrative reports; handles grant and state reporting information and management; distributes materials as appropriate*

17. Assists the assigned administrator with administration of the Foundation; researches records and maintains in-depth knowledge of the Foundation 

18. May order and disburse forms, supplies, materials and equipment for the Foundation, if needed

19. May serve on and/or represent the Foundation on a variety of District
committees as requested

20. May perform other related duties as assigned



• Bachelor’s Degree in Business Administration or a related field or the equivalent*;  AND
• Two (2) years of experience directly related to the duties and responsibilities of this class; AND
• Graduation from high school, G.E.D. or the equivalent**.

* Bachelor’s Degree education equivalency equals two (2) years of increasingly responsible related work experience for each full year (24-30 units) of college. Work experience must be in an office setting.

** High School education equivalency equals an adult education diploma or four (4) years of full-time, paid work experience.

• Hold and maintain a valid driver’s license throughout duration of employment with the District.
• Some travel required.

• Previous experience at a community college.
• Three (3) years increasingly responsible administrative experience working with scholarships and/or endowments.
• Bachelor’s Degree in Business, Business Administration, Management or a related field.

• Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college staff and students

May be acquired through education, training and/or experience.

Knowledge of:  District policies, rules and procedures; modern office practices, procedures and equipment, including computers and associated peripherals; letter writing techniques, including the elements of correct English usage, spelling, vocabulary and basic mathematics; filing practices and systems; communication devices and digital hardware; event planning; vendor relations and contracts; modern budgeting and bookkeeping practices; State rules and regulations pertaining to a foundation at a community college; endowment contract formulation; demonstrate skill in data analysis techniques.  

Ability to:  understand and apply District and departmental policies and procedures; independently perform a variety of administrative duties in support of the assigned administrator; integrate State laws and regulations with program policies and procedures; maintain a high level of confidentiality; prioritize workload and meet deadlines; plan and implement special events; secure vendors; create vendor contracts; make decisions; independently apply good judgment; compose correspondence and reports; develop and manage operating plans and budgets; develop and maintain effective record keeping and filing systems; analyze and research problems and prepare clear, concise reports and recommendations; apply problem solving skills; deal with complex situations; integrate and implement program needs within parameters of District policies and procedures; work independently with an emphasis on detail; accurately compose correspondence and reports utilizing advanced software; utilize keyboarding skills commensurate with the required functions for this position; establish and maintain cooperative working relationships with those contacted during the course of work; work with diverse populations; make required mathematical calculations rapidly and accurately; maintain records accurately; take accurate minutes of meetings; remain calm and cooperative in confrontational situations; perform duties in a timely manner, despite interruptions.

Supplemental Information:

Provides work direction to student and short-term employees and/or other departmental staff as needed and/or required.

Normal office environment.

Faculty, staff, administrators, students, vendors and the general public.

Normal office environment; exposure to extensive student contact, continual interruptions, noise and computer-generated video radiation.

Application Instructions

ALL APPLICANTS, INCLUDING CURRENT BUTTE COLLEGE EMPLOYEES, MUST SUBMIT ALL REQUIRED DOCUMENTS WITH THE ONLINE APPLICATION IN ORDER TO MOVE FORWARD IN THE RECRUITMENT PROCESS. If you are applying under Equivalency for the education minimum qualification, please attach a document titled Equivalency using the "Transcript" drop down file type located in the attachment section of the application.

Please describe in your cover letter how your past experience and qualifications meet the needs of this position.

Please submit this as an attachment, not as a text resume within the application.

On a separate sheet of paper addressed to the hiring committee, identify how you meet the following minimum qualifications.

• Bachelor’s Degree in Business Administration or a related field or the equivalent*;  AND
• Two (2) years of experience directly related to the duties and responsibilities of this class; AND
• Graduation from high school, G.E.D. or the equivalent**.

* Bachelor’s Degree education equivalency equals two (2) years of increasingly responsible related work experience for each full year (24-30 units) of college. Work experience must be in an office setting.

** High School education equivalency equals an adult education diploma or four (4) years of full-time, paid work experience.

Butte College serves a diverse population. In a separate statement, address how your skills, experience and education have prepared you to serve and meet the needs of a diverse student/staff population.

You are required to provide transcripts for all coursework and/or degrees listed on the application materials you have submitted. The transcripts must include the date the institution granted the degree. Legible copies of transcripts are acceptable at this point in the process. Official transcripts must be submitted prior to hire.
If you have foreign transcripts please include copies of a U.S. evaluation and translation.

Foreign transcripts must include a U.S. evaluation and translation.  Please contact the Office of Human Resources for a list of agencies providing this service or our website at;

Only required documents will be considered.

For more information and to apply, visit: