"Office Coordinator, College Advancement"

Office Coordinator, College Advancement

Company:
Northeast Wisconsin Technical College

Job Location:
Green Bay, 54307-9042

Category:
Executive Assistants

Type:
Full-Time

Department: College Advancement - Foundation

Reports To: Executive Director, Foundation

LOCATION: Green Bay

STANDARD HOURS: 40 Hours per week; Typical hours Monday-Friday 8:00 a.m. - 4:30 p.m.; Flexibility required to include other evening and/or weekend hours, as necessary.

STARTING PAY RANGE: $22.90 - $24.69 per hour

*Salaries/Wages for all finalists (internal and external) will be placed within the range based upon education, experiences, current wages, and internal equity.*

POSITION SUMMARY

The Office Coordinator provides administrative support to the Executive Director and College Advancement (Educational Foundation/Alumni) department. The position is responsible for organizing workflow for processes and completion of projects. Creating reports for donors, committees, and data entry are key functions of the position. In addition, the position includes performing support tasks such as mass mailings, record keeping, sort/distribute mail, maintain copy machine, maintain inventory/order office supplies and printed materials.

ESSENTIAL FUNCTIONS

Administrative and Office Support

• Provide administrative support for the Executive Director and College Advancement (Educational Foundation/Alumni) Team.
• Function as backup support for other positions on the team including accounting, alumni, fundraising, and scholarships by maintaining up-to-date working knowledge of these areas.
• Responsible for mass mailings, publications, filing, copying, record keeping, sort/distribute mail, maintain copy machine, and printed materials; maintain/order office supply inventory and ordering
• Maintain confidential files and records of donor and departmental information
• Coordinates and prepares all board-related documents, reports and correspondence for meetings
• Prepare meeting minutes for staff meetings and board committee meetings.
• Record and process forms related to gifts made in person and online including special appeals and event or activity specific fundraising
• Coordinate travel arrangements for the Executive Director including registrations, transportation, and lodging.
• Reconcile and process expense reports, payment authorizations, and pro-card purchases.
• Understand and adhere to college policies, guidelines, and procedures related to purchasing, fleet vehicle usage, expense reimbursements, pro-card usage, special rates, and tax-exempt discounts.
• Provide logistics support for Foundation & Alumni events including venue booking, catering, attendance tracking, and materials preparation.

Data Management and Reporting

• Responsible for data entry in multiple databases and other sources of data collection
• Generates weekly stewardship mailings including but not limited to tax receipts, acknowledgement letters, in memory/honor of notifications, and sponsorship correspondence
• Collects, compiles, and prepares materials, statistics, and documents for department planning and reporting needs including but not limited to action planning, grant applications and reports, and donor impact reports
• Assists in preparation of paper, electronic documents, and communications as needed
• Independently create and prepare reports, documents, and communication
• Responsible for maintaining compliance of record retention

Customer and Donor Relations

• Provide excellent customer service to stakeholders and donors
• Accurately answer questions regarding scholarship awards, disbursements, application support for students, and donor inquiries in a timely manner
• Greet internal and external customers in person or via phone and email.

Operational Excellence and Team Collaboration

• Contribute to a culture of professionalism, innovation, and shared success within the Foundation and Advancement Team.
• Prioritize tasks to effectively meet deadlines in a fast-paced, dynamic environment.
• Anticipate needs and resolve conflicts as needed.
• Organize workflow, processes, and completion of projects for advancement
• Perform other duties as assigned by the Executive Director

MINIMUM QUALIFICATIONS AND WORK EXPERIENCE

• Associates Degree
• 2-3-years administrative experience. Experience should include:
  • Excellent written and oral communication skills.
  • Professional, ethical conduct in all aspects of the work environment and maintenance of the highest levels of confidentiality.
  • Working effectively under pressure and adapting to changing priorities as needed.
  • Dependable, punctual, and independent work without close supervision.
• Proficient in Microsoft Office Suite and experience with donor CRM (Raiser's Edge preferred)

**An equivalent combination of education and work experience may be considered.**

Skills and Abilities:

• Student Success: Demonstrate behaviors and actions that support student recruitment, retention, and student success initiatives.
• Values: Demonstrate behaviors and action that support the College's values
• Collaboration: Demonstrate behaviors and actions that create respectful environments and services for all, and the ability to work effectively across differences in background and experience.

PHYSICAL DEMANDS

• Extended Sitting: Ability to sit for extended periods while working on a computer or attending meetings
• Mobility: Ability to move around the campus to attend meetings and events
• Manual Dexterity: Proficiency in using hands and fingers to handle or operate office equipment, tools, or controls.
• Visual and Auditory: Ability to read documents and communicate effectively with students and staff.
• Light Lifting: Capability to lift and carry materials weighing up to 25 pounds.

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