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Edison State Community College · 1 week ago

Administrative Assistant to the Vice President of Advancement

Piqua, OH

Full-time

Onsite

Mid, Senior Level

$29.44/hr - $29.44/hr

5+ years exp

Edison State Community College invites qualified internal candidates to apply for the full-time position of Administrative Assistant to the Vice President of Advancement, Strategic Planning & Partnerships. The role involves performing a variety of administrative functions to support the Vice President and the Edison Foundation Board, including managing calendars, coordinating meetings, and assisting with fundraising activities.

AlumniE-LearningEducationHigher EducationUniversities

Responsibilities

Assist the Vice President with the operations of the Vice President's Office to include the coordination of meetings, events, financial reports and records, travel, and communication between the office and administration, staff, faculty members, adjunct faculty members, President's Cabinet, President's Council, The Edison's Foundation Board (includes Executive Committee, Business Affairs Committee, Board Affairs Committee, and others as designated), students, and various committees and departments

Assist and support the Vice President's reporting departments, which include Marketing, Advancement, Alumni, Partnerships, Strategic Planning, Grants, Center for Leadership Development, and The Edison Foundation

Plan, support and assist in internal and external fundraising/development activities including donor and public relations, direct mail appeals, planned giving, board development, special events, and other fundraising/development activities

Manages and makes recommendations regarding the budget for the Vice President's Office and The Edison Foundation Board funding and budget

Represent the Vice President's Office to internal and external communities

Serve as a delegate from the Vice President's Office at community events

Create and/or coordinate campus-wide meetings, events, communications and presentations

Monitor key activities assigned by the Vice President to immediate staff via software and other means

Serve as the liaison between the Vice President's Office and external organizations

Perform or coordinate the completion of the following office tasks: produce documents using various software and AI, produce spreadsheets, financial documents and reports for the College and Foundation, utilize financial and planned giving software, establish and maintain hard copy and electronic files; schedule meetings and appointments; and produce meeting minutes

Create, format and disseminate special reports, correspondence and publications of the Vice President including updates to The Edison Foundation Board and other internal and external constituents

Generate, process, and/or forward The Edison Foundation and College documentation as required relying on approved policies and practices, established deadlines, and obtain documents requiring administrator review and/or signature

Process purchase requisitions and invoices for college budget and The Edison Foundation budget

Process and inventory purchases of the Vice President's Office and The Edison Foundation

Manage and maintain corporate and individual donor database files (Blackbaud Raiser's Edge)

Discretionary, independent, and confidential judgment in processing of donations and preparation of acknowledgement letters, receipts, and other correspondence aligned with IRS regulations and College and Foundation administrative procedures

Maintenance of guest lists, gathering and preparation of registration materials, and performance of other duties to support College and Foundation events

Completion of The Edison Foundation's monthly financials including bank reconciliations, general ledger journal entries and financial statements

Manage, process and deposit all donations in coordination with the Business Office staff

Manage and process all donations, including bank deposits, bank/investment portfolio sweeps, and bank/investment portfolio check requests within GAAP guidelines

Work with Vice President, Business Affairs committee and auditors with all aspects of financial statements

Manage and assist with The Edison Foundation's annual scholarship process, including application generation and processing, documentation, award processing, marketing, and related events including the annual scholarship celebration

Provide support to standing committees or ad hoc task forces and committees by scheduling meetings; preparing agendas; completing and distributing minutes; maintaining hard copy and digital files

Collaborate, schedule, and work with department student workers to increase efficiency and productivity

Perform other related duties as assigned

Assists the Vice President in regular review of Board policy, strategic plan, and processes for updates or changes, both for the College and Foundation

Reviews and edits all Board actions, resolutions or other items of business including assimilation

Coordinate all communication to The Edison Foundation Board, including confidential communications from the Vice President to the Board and information from various offices on campus

Serve as Secretary to the Edison Foundation Board to coordinate with all supporting documents for monthly board meetings, assorted Edison Foundation Board communications, travel arrangements, new board member orientations, committee chairs, etc

Provide support to the Vice President for The Edison Foundation Board development opportunities for the Board members including, but not limited to, logistical arrangements and necessary resources

Assist with the preparation of the Vice President's Office and Edison Foundation Board for annual budgets, process travel reimbursements, prepare purchase orders, and monitor expenditures

Plan and organize special events, including but not limited to The Edison Foundation Board and Vice President's travel

Qualification

Microsoft OfficeRaiser's EdgeFinancial skillsEvent planningCommunication skillsHuman relationsSelf-directionProblem solvingConfidentiality

Required

High degree of sensitivity, personal integrity, confidentiality, and discretion for work involving access to personal and confidential information

High degree of initiative and self-direction and motivation

Ability to accommodate demanding workloads with diverse areas of involvement

Ability to problem solve

Proven human relations skills and the ability to positively interact with officials within the higher education system, the College community, The Edison Foundation, and the community at large

Excellent verbal and written communication skills

Proficient in Microsoft Office and other organizational and financial software

Raiser's Edge and Financial Edge, or other non-profit management software, knowledge and experience

Giving Docs planned giving software knowledge and experience

Five to seven years of administrative assistance or related experience

One to three years of successful administrative assistance to an executive

Demonstrated levels of the highest integrity, confidentiality, and clear understanding of complex organizations and foundation of non-profit boards' scope and responsibility

Financial skills with at least three years of accounting experience

Experience in volunteer/professional fundraising

Experience in event planning and management

Experience in processing registrations for events, meetings, and conferences

The completion of an Associate's degree is required