*Salaries/Wages for all finalists (internal and external) will be placed within the range based upon education, experiences, current wages, and internal equity.

POSITION SUMMARY 

The Office Coordinator provides administrative support to the Executive Director and College Advancement (Educational Foundation/Alumni) department. The position is responsible for organizing workflow for processes and completion of projects.  Creating reports for donors, committees, and data entry are key functions of the position. In addition, the position includes performing support tasks such as mass mailings, record keeping, sort/distribute mail, maintain copy machine, maintain inventory/order office supplies and printed materials.

ESSENTIAL FUNCTIONS 

Administrative and Office Support

• Provide administrative support for the Executive Director and College Advancement (Educational Foundation/Alumni) Team.
• Function as backup support for other positions on the team including accounting, alumni, fundraising, and scholarships by maintaining up-to-date working knowledge of these areas.
• Responsible for mass mailings, publications, filing, copying, record keeping, sort/distribute mail, maintain copy machine, and printed materials; maintain/order office supply inventory and ordering
• Maintain confidential files and records of donor and departmental information
• Coordinates and prepares all board-related documents, reports and correspondence for meetings
• Prepare meeting minutes for staff meetings and board committee meetings.
• Record and process forms related to gifts made in person and online including special appeals and event or activity specific fundraising
• Coordinate travel arrangements for the Executive Director including registrations, transportation, and lodging.
• Reconcile and process expense reports, payment authorizations, and pro-card purchases.
• Understand and adhere to college policies, guidelines, and procedures related to purchasing, fleet vehicle usage, expense reimbursements, pro-card usage, special rates, and tax-exempt discounts.
• Provide logistics support for Foundation & Alumni events including venue booking, catering, attendance tracking, and materials preparation.

Data Management and Reporting

• Responsible for data entry in multiple databases and other sources of data collection
• Generates weekly stewardship mailings including but not limited to tax receipts, acknowledgement letters, in memory/honor of notifications, and sponsorship correspondence
• Collects, compiles, and prepares materials, statistics, and documents for department planning and reporting needs including but not limited to action planning, grant applications and reports, and donor impact reports
• Assists in preparation of paper, electronic documents, and communications as needed
• Independently create and prepare reports, documents, and communication
• Responsible for maintaining compliance of record retention

Customer and Donor Relations

• Provide excellent customer service to stakeholders and donors
• Accurately answer questions regarding scholarship awards, disbursements, application support for students, and donor inquiries in a timely manner
• Greet internal and external customers in person or via phone and email.
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Operational Excellence and Team Collaboration

• Contribute to a culture of professionalism, innovation, and shared success within the Foundation and Advancement Team.
• Prioritize tasks to effectively meet deadlines in a fast-paced, dynamic environment.
• Anticipate needs and resolve conflicts as needed.
• Organize workflow, processes, and completion of projects for advancement
• Perform other duties as assigned by the Executive Director

MINIMUM QUALIFICATIONS AND WORK EXPERIENCE

• Associates Degree
• 2-3-years administrative experience. Experience should include:

**An equivalent combination of education and work experience may be considered.