The Administrative Assistant to the Executive Director of the Foundation and the Director of Marketing and Communications is the primary or lead departmental administrative support position with primary responsibility for a wide variety of complex processes.  This position manages The Foundation’s database and performs accounting functions for all monies received for The Foundation.  The Administrative Assistant serves as the frontline staff for donors, legislators and other College VIPs and is entrusted with confidential records and files, correspondence, minutes, contracts, budgets, Federal and State financial and lobbying compliance reports, and other College documents.  This position provides administrative support for multiple Foundation Board and committee meetings, Alumni Board of Directors meetings, and meetings with legislators and government officials.

An employee in this position may be called upon to do any or all of the following essential functions.  These examples do not include all of the duties which the employee may be expected to perform.  To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

Serves as Administrative Assistant to the Executive Director of The Foundation and the Director of Marketing and Communications by providing or overseeing reception services, scheduling appointments, meetings, and travel, preparing and proofreading correspondence, reports, and other documents, organizing and maintaining paper and electronic filing systems, monitoring due dates for recurring calendar events for the Department, initiating recurring administrative processes related to the Foundation calendar, coordinating projects, and assisting in the completion of reports and questionnaires by researching and gathering required information and preparing reports with a high degree of confidentiality.

 Serves as the communication hub of both departments by communicating information from the supervisor to others, collecting and organizing information requested by the supervisor from others, making information available to others by mail, email, telephone, and the web, and providing more complex information on processes specific to the department to faculty, staff, students, other departments, and/or the public.

 Provides administrative and clerical assistance to The Foundation Board.   Coordinates logistical arrangements for The Foundation Board and committee meetings.  Serves as the Recording Secretary for The Foundation Board of Directors and other committees, including recording, preparing, and distributing Board and committee minutes and meeting notices.

 Utilizes the Foundation’s database, including monitoring software upgrades and general software utilization.

 Coordinates donor contributions, including inputting contributions into the database and college’s Datatel System, preparing statistical reports and receipt acknowledgements, and creating and maintaining confidential donor files. 

 Supports the administrative functions of the online scholarship system and award process by monitoring and maintaining files of applicants, preparing master files for the committees, preparing correspondence to applicants, entering required information into the database and sending recipient thank you letters.

 Assists in coordinating financial reporting by collecting required financial information, and compiling annual budget reports for the Marketing & Communications and The Foundation accounts.  Maintains the budget and expenditure documents for the department, including processing account payables and receivables, and processing account receivables for The Foundation.

 Works in conjunction with the Business Office and Foundation Accountant to maintain financial information for donors and The Foundation accounts, including fund distributions.  Assists the Director of Financial Services with all Foundation bookkeeping and accounting functions, including preparation of audit information.

 Provides administrative and clerical assistance to the Alumni Board of Directors by maintaining the meeting calendar, including scheduling of meetings, sending reminders to Board members and preparing agenda and recording minutes.  

 Maintains the alumni association’s membership roster to include processing new applications and preparing the membership roll for the Alumni Board of Directors.

 Assists the Director of Marketing and Communication with bookkeeping and invoice payment for all college advertising, including marketing/public relations, classified (job search) and Campus/Community Events, as well as outside printing and the print shop service provider.

 Provides the full-range of administrative support activities and has responsibility for several established and ongoing complex and/or difficult processes unique to The Foundation in addition to general administrative support for the standing and temporary committees.

 Assists the Director of Marketing Communications in the coordination of all marketing-related events.    Assists with the planning and implementation of all Foundation fundraising and special events.  Leads the planning of the Alumni Association golf outing.  Organizes, coordinates, plans, and conducts events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, making travel arrangements and reservations, and overseeing the event as it occurs.

 Contributes to the overall success of the department by coordinating communication with legislators and other elected officials, coordinating all annual fundraising and lobbying compliance reports, preparing reports of noteworthy gifts and coordinating all phone directory advertising.

 Obtains services and supplies needed by the departments by maintaining an inventory of office supplies and equipment, determining the appropriate method to pay for goods or services purchased by the Office of Marketing Communications and The Foundation following MCCC policy and procedures, and utilizing the appropriate process.  

 Assists in the development of a competent and effective office support staff by interviewing, providing training on departmental procedures and policies, making appropriate work assignments, supervising work activities, and evaluating work performance of Student Assistants for The Foundation and Office of Marketing Communications as assigned.

 Executes responsibilities in accordance with applicable laws and the College’s policies, which includes the Code of Ethics.  

 Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.  

 Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the Director or required by the College.  

 Supports the department by performing all other duties as assigned by the Executive Director of the Foundation or the Director of Marketing and Communications.

QUALIFICATIONS:

• Associate’s degree in business administration, office management, or related field. 
• Three or more years of experience as an administrative assistant.