Foundation Support Specialist

Position Summary

The Foundation Support Specialist provides administrative, operational and programmatic support to the Blue Mountain Community College (BMCC) Foundation and its staff. This position performs a variety of responsibilities that support the day-to-day operations of the Foundation, including donor and financial recordkeeping, board and committee support, scheduling, communications, event coordination, social media management and general administrative services. The position works collaboratively with Foundation staff and board of directors, college personnel, vendors, donors and community partners to ensure Foundation activities are organized, accurate and completed efficiently.

Essential Functions

• Provide administrative and clerical support to the Foundation Executive Director and Foundation staff.
• Enter, update and maintain accurate donor, constituent and financial information in the Foundation's donor management system and other databases.
• Process and maintain purchase orders, invoices, receipts and other financial documentation in accordance with Foundation policies and procedures.
• Review and organize incoming invoices and work with the Foundation's bookkeeper to facilitate timely payment of bills and expenses.
• Monitor and maintain Foundation records and files, including electronic and paper documents, correspondence, financial records and other administrative materials, according to the Foundations records management and retention policies.
• Receive, sort and distribute Foundation mail; prepare and send outgoing mail and correspondence.
• Prepare materials and provide administrative support for Foundation Board of Directors and committee meetings.
• Attend Board and committee meetings as assigned and accurately record and distribute meeting minutes.
• Schedule meetings, appointments and other activities for Foundation staff.
• Coordinate travel arrangements and related logistics for Foundation staff, including transportation, lodging and meeting or event registrations.
• Assist with planning, coordinating and managing Foundation events, including logistics, registration, materials, communications, vendors, volunteers and event-day activities.
• Manage and maintain Foundation social media accounts, including developing and scheduling content, monitoring engagement and coordinating posts with Foundation programs, events and activities.
• Assist with the development, preparation and distribution of Foundation communications, correspondence, newsletters, promotional materials and other publications as assigned.
• Provide administrative support for donor, alumni, annual giving, scholarship and other Foundation programs as needed.
• Respond to routine inquiries from donors, students, employees, Board members, vendors and community members or direct inquiries to the appropriate Foundation staff member.
• Assist with maintaining Foundation calendars, deadlines, schedules and organizational records.
• Coordinate with BMCC departments and personnel as needed to support Foundation operations and activities.
• Maintain confidentiality and exercise appropriate discretion when handling donor, student, financial and other sensitive information.
• Provide backup and general administrative assistance to other Foundation staff as needed.
• Perform other duties and special projects as assigned.

Work Schedule/Other Aspects of Position

This is a full-time, 40-hour-per-week, year-round position, typically Monday through Friday during regular business hours. Occasional evening and weekend work is required to support Foundation Board and committee meetings, events and other Foundation activities. Must be able to lift boxes/carry 20-30 pounds. Ability to sit and/or stand for extended periods of time. May be required to make bank deposits and travel to other BMCC locations when needed. Valid drivers license required.

Qualifications: Knowledge, Skills & Abilities

• Knowledge of general office practices, procedures and administrative functions.
• Knowledge of basic financial and recordkeeping practices, including processing invoices, purchase orders and other financial documentation; training can be provided.
• Ability to accurately enter, retrieve and maintain information in databases and electronic systems.
• Ability and willingness to learn and appropriately use the Foundation's donor management system; training will be provided. Previous experience with donor management or fundraising databases is not required.
• Proficiency with Microsoft Office or comparable productivity software, including word processing, spreadsheets, email and calendar applications.
• Ability to learn and effectively use specialized software, databases and electronic systems.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities, deadlines and projects simultaneously.
• Strong written and verbal communication skills.
• Ability to prepare clear, accurate and professional correspondence, meeting minutes and other written materials.
• Ability to maintain accurate records and follow established policies, procedures and processes.
• Ability to coordinate meetings, travel arrangements and events with multiple participants and competing schedules.
• Ability to use social media platforms professionally and effectively and to develop engaging content appropriate for a college foundation and its audiences.
• Ability to work independently, exercise sound judgment and take initiative while also functioning effectively as part of a team.
• Ability to establish and maintain positive working relationships with Foundation and college employees, Foundation Board members, donors, students, vendors and community members.
• Ability to handle confidential information with discretion and professionalism.
• Ability to adapt to changing priorities and respond effectively to time-sensitive requests.
• Commitment to providing responsive, professional and customer-focused service.
• Ability to occasionally work evenings and weekends to support Foundation meetings and events.

Required Education & Experience

• Associate's degree from an accredited institution in business administration, office administration, communications, nonprofit management or a related field.
• One year of relevant administrative, office, nonprofit, higher education or related professional experience; equivalent combinations of education and relevant experience may be considered.
• Demonstrated proficiency with Microsoft Office or comparable office productivity software.
• Demonstrated ability to organize multiple responsibilities, maintain accurate records and meet deadlines.

This is a full-time Exempt Technical position with excellent benefits including: Medical, dental, vision, life, accidental death & dismemberment, and long term disability insurance; Paid holidays; Sick leave; Vacation; and Tuition waiver for employee and qualified dependents.

Salary Range

This position is opened until filled.

Application Packets Must Include

• Resume;
• Cover letter addressing how you meet the minimum qualifications as outlined in the position description;
• Transcripts of course work - graduate and undergraduate (if applicable) unofficial are acceptable for the application process;

Please contact Human Resources (541-278-5837) if you have a special need/accommodation to aid your participation in our hiring process. Veteran's preference points will be given provided DD214/DD215 is provided. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. No sponsorship is available for this position.