Administrative Assistant to the Director of Development

SUMMARY:

Interacts with donors and potential donors, students and parents, SPC employees, and alumni; processes donations and gifts to South Plains College and to the South Plains College Foundation; prepares various reports relating to office operations, and relieves officials of clerical work and minor administrative and business detail by performing the following duties:

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Greets visitors.

Responsible for absolute confidentiality of personnel, donor and student information as well as other information of a confidential nature.

Works collaboratively with the Administrative Assistant to the Vice President for Institutional Advancement.

Assists in the implementation of Advancement Division activities, such as New Student Orientation.

Routes incoming mail and telephone calls.

Maintains calendar and prepares outgoing mail and correspondence including letters & special occasion cards, e-mails and faxes.

Maintains records of correspondence via scanning to proper files in FileBound.

Orders and maintains supplies.

Processes donations.

Inputs donations into donor management software and to VAX (DEV).

Prepares and physically delivers daily deposits to local banks

Prepares and mails memorial and tribute cards and their associated  documentation for both donors & recipients.

Prepares and files forms such as Non-Cash Gift Acceptance form.

Compiles and generates various reports (from Donor Perfect & VAX as well as for monthly credit card).

Processes new Alumni registrations by inputting data to software and spreadsheet and assembles and mails welcome packet.

Maintains Annual Appeal records—mailing list, spreadsheet of donations, etc.

Assists the Director with the development and execution of special events, including banquets, fund-raisers and donor meetings.

                Tracks correspondence and invoices.

                During special events, travel and extended hours will be required.

On occasion, assists Scholarship Coordinator with processing of Scholarship Application materials.

SUPERVISORY RESPONSIBILITITES

Assists in supervision of student assistant employees

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High School graduate or GED required.

Associate’s degree or equivalent from an accredited two-year college or technical school preferred but not required; or five years related experience and/or training; or equivalent combination of education and experience. Basic accounting skills demonstrated through college coursework or work experience is preferred.

COMPUTER SKILLS

Proficiency with Windows operating system and Microsoft Office (Word, Excel, Access) are required. Knowledge and/or working with database software and systems in a mainframe environment (e.g., POISE) is required. Additional computer skills and proficiency related to business activities and/or accounting practices are recommended.

LANGUAGE SKILLS

Ability to read and comprehend instructions, short correspondence and memos. Ability to write correspondence utilizing email and traditional letters. Ability to communicate with individuals in a professional manner both in person and over the phone.

INTERPERSONAL SKILLS

Demonstrated ability to work and collaborate with co-workers and visitors in a professional office setting. Ability to maintain confidentiality of donor information and office operations is required.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute basic statistics and to draw and interpret graphs.

REASONING ABILITY

Ability to interpret a variety of instructions furnished in written or oral form.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to walk and stand; use hands to handle or feel; and reach with hands and arms. The employee is occasionally required to stoop, kneel and crouch. The employee must be able to lift boxes weighing as much as 20 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The office will be busy with students and phone calls during peak times of the year.

The noise level in the work environment is usually quiet.

 

 

 

 

 

 


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