Foundation Assistant and Operations Coordinator

Company Name:
Elgin Community College
Responsible for the advancement services functions of the Institutional Advancement department and the Elgin Community College Foundation, a separately incorporated charitable organization. Serve as the department''s front line for donor interface, communicating with high level executives and community leaders in person, by phone and electronically. Utilizing the Foundation''s database, the role performs all gift processing and acknowledgement, ensuring accurate and efficient tracking of donor designation and allowable charitable acknowledgement. Serving as the resident expert on the Foundation database, this individual designs data entry protocol, providing training, and verifying consistency of data entry by all department staff members executes high level data base query and reporting to update dashboard and supply information and lists as requested. Serve as executive assistant to the Executive Director and supports the Foundation''s Board of Directors and Emeritus Directors, as well as the administrative needs of all department staff members while overseeing day-to-day work of student workers to support ongoing activities.
1. Donation/gift processing of online donations, stock gifts, gifts-in-kind, checks, and cash contributions utilizing the Foundation''s Raisers Edge database. Attention to detail is critical to ensure timely and accurate record of all gifts to the Foundation, timely preparation of acknowledgement letters in compliance with IRS contribution regulations, memorial/honor gift notificaitons, and completion and tracking of matching gift forms.
2. Support the executive director, department and Foundation''s Board of Directors and Emeritus directors by coordinating meeting scheduling, catering, confirmation and reminders, Board packet preparation (including packet printing and distribution), and serving as recording secretary for official meeting notes from the Finance & Investment Committee, Executive Committee and meetings of the full Board of Directors quarterly. Takes, transcribes and publishes meeting notes for full Board meetings, Executive Committee, Finance & Investment Committee and other meetings as requested.
3. Maintain the integrity of the donor database and serves as database administrator, including setting database standards, streamlining monthly reporting, and indentifying/providing training for Foundation staff. Responsible for running complex reports, queries, exports and improts to dataase. Provide standard and custom reports and mailing lists upon request to Advancement staff.
4. Work closely with business office to set up new funds, track pledges, send out pledge reminders, prepare invoices for payables processing, and reconcile Raisers Edge with Financial Edge for accurate financial postings.
5. Perform general administrative activities including greeting visitors to the Foundation offices, answering the Foundation''s main phone line and monitoring the general email to the organization, greeting callers in a professional manner and triaging calls to resolve their inquiry or escalate as needed. Additionlly, the position opens/sorts/distributes mail, maintains all donor files and business/accounting files of the corporation, maintains Foundation/Advancement master calendar, provides general assistance to staff with proofreading, photocopying, faxing, ordering office supplies and materials assembly for mailings and meetings.
6. Support special events, including setting up the event in Raisers Edge, creating a mailing list for invitations, tracking and proactively acquiring RSVPs, pre-event preparation of name tags and the like, coordination and oversite of the on-site registration process, and post event follow up attendance confirmation and
7. Oversee the work of student employees and vendors who support the work of this position and administrative/data entry needs of department team members.
1. Other related duties as assigned.
Does Not Supervise
Physical Demands:
Physical Demands: Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
Visual Acuity: Position requires close visual acuity to perform activities (i.e. preparing/analyzing data and figures; transcribing; viewing a computer monitor; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines; using measurement devices; and/or assembly or fabrication parts at distances close to the eyes).
Work Environment: Moderate noise.
Environmental Conditions: Typical office or administrative conditions (i.e. not substantially exposed to adverse environmental conditions).
Working Environment:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below are representative of the knowledge, skill, and/or ability required.
1. Associate''s degree (AA) or equivalent from two-year college or technical school; or equivalent combination of education and/or experience.
2. Three (3) or more years of progressively responsible administrative and professional experience in working with executive level constitutents.
? Exceptional people skills and excellent written and oral communication skills.
? Engaging, resilient, positive, high energy personality with outstanding customer service acumen and follow through.
? Proficient in Microsoft Office suite, including Word, Excel, Outlook and Powerpoint.
? Proficient with Blackbaud''s Raisers Edge customer relations database software or similar package, including gift entry, batch processing, query, mail functions, export and import, and reporting functions.
? Strong applied math skills with working knowledge of accounting practices, including budgets and purchasing processes. At least one (1) year of bookkeeping experience desirable.
? Strong organizational and time management skills, capable of managing multiple projects amid frequent disruption while organizing and overseeing work of student workers and interns.
? Ability to maintain confidential information and exhibit the highest level of ethical and professional behavior.
? Ability to work independently with no day-to-day supervision.
? Ability to oversee the work of entry-level students, volunteers and vendors.
3. Two (2) or more years of experience in working with a non-profit, fundraising organization.
Special Instructions to Applicants:
This position is open until filled. This employment site is updated on a regular basis. The length of the recruitment and screening process may vary from position to position, depending upon a variety of factors. Should review of your qualifications result in a decision to pursue your candidacy, you will be contacted by phone or email.
Elgin Community College Support Staff of Elgin Community College Association (SSECCA) members that apply by 5/8/2014 will receive full consideration.
Please refer to the Frequently Asked Questions document for information related to the ECC Hiring Process and Applicant Tracking System.
Testing Required:
Candidates invited to campus for an interview will be required to take and pass the following tests: Typing, Word, and Excel.

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