Position Title:
Administrative Assistant I, Institutional Advancement and Alumni Relations
Job Description:
POSITION TITLE: Administrative Assistant I, Institutional Advancement and Alumni Relations
STATUS: Full\-Time
DEPARTMENT: Institutional Advancement
DIVISION: Institutional Advancement
CLASSIFICATION: Non\-exempt
UNION: TOSSC\-AFT Local 604
REPORTS TO: Manager, Development \& Director, Institutional Advancement \& Alumni Relations
PLACEMENT: Grade 106
HIRING RANGE: $21\.42\- $22\.70 hourly
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.
POSITION SUMMARY
To provide a wide variety of highly responsible and complex administrative assistant duties requiring the exercise of a high level of discretion and confidentiality; to provide professional, effective and efficient customer service assistance to students, faculty, college personnel, Institutional Advancement staff, and support to the Development Manager, Director of Institutional Advancement \& Alumni Relations, and Executive Director of Institutional Advancement. Considerable judgement, initiative, and independent action in establishing or adapting work procedures to new situations are required. Work requires knowledge of the policies and procedures within the Department and College Systems.
ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1\. Manage the gift analysis and entry process and procedure. Analyze and process all incoming cash, check, stock, direct deposit, recurring and ACH gifts; prepare checks/cash for deposit and generate appropriate support documentation; record, process and maintain all gifts and demographic data according to procedures. Process all payroll deduction checks and distribute to appropriate accounts. Manage formatting and messaging of central gift acknowledgements and donor pledge tracking and reminders. This role requires specialization in confidential database management and gift entry, ensuring the accurate and secure recording, tracking and reporting of donor information and contributions within the CRM systems.
2\. Collaborate closely with the accountants and the director of Institutional Advancement to ensure the integrity, accuracy, and strategic alignment of the gift entry and acknowledgement process, supporting both financial reporting and donor stewardship efforts.
3\. Support the Development Manager in maintaining and monitoring the Institutional Advancement and Alumni Relations departmental budget. Collect, transfer, deposit, and verify monies for all departmental expenditures. Maintain accounting and related business records of operations. Maintain college/department credit card. Prepare and monitor all purchase requisitions, check requests and invoices.
4\. Prepare, independently compose, and distribute alumni and donor correspondence. Create specialized database queries to generate mailing items, campaign and event communications, and special financial reports. Update and maintain complex mailing lists, records, databases and files.
5\. Serve as an Institutional Advancement \& Alumni Relations event specialist, assisting including event registrations, work orders, venue reservations, catering, etc. while collaborating with the Marketing team to ensure cohesive messaging and engagement across alumni initiatives under the Development Manager and Director of Institutional Advancement \& Alumni Relations.
6\. Provide comprehensive support to annual fund, corporate, planned and major gift giving campaigns, including donor research, data tracking, campaign coordination, and the preparation of materials to advance fundraising goals and strengthen donor relationships.
7\. Maintain the integrity and accuracy of the donor database. This includes entering confidential, financial and donor data, preparation of reports, and timely acknowledgement to donors. Includes ongoing training and implementation for all new database software, procedures and upgrades. Compose, apply and maintain specialized platform actions pertaining to database security, integrity and accuracy.
8\. Contribute to donor stewardship by engaging with donors through various channels including mail, email, and phone with professionalism and confidentiality, with a focus on building positive and meaningful relationships.
9\. Ordering and maintaining office supplies, scheduling appointments, and reserving rooms for meetings and special programs. Receive and direct visitors, handle general and confidential phone calls, take and relay messages, provide requested information, prioritize and distribute general and confidential mail.
10\. Perform related duties as assigned by the Executive Director of Institutional Advancement, Director of Institutional Advancement \& Alumni Relations, and Development Manager.
MINIMUM QUALIFICATIONS
1\. Associate’s Degree.
2\. Three (3\) years of progressively responsible administrative assistant experience or equivalent.
3\. Extensive personal computer skills and a thorough knowledge of several software applications including Microsoft Office Suite for Windows. Ability to learn department and job specific software systems.
4\. Discretion and professional judgement in dealing with highly confidential donor information.
5\. Advanced experience in use of computer\-based constituent relationship systems.
6\. Experience processing a high volume of cash, checks, and electronic gifts such as credit card, stock, ACH and direct deposit donations, as well as reconciling bank deposits and ensuring accurate record\-keeping and financial compliance.
7\. Strong written and oral communication skills as well as excellent telephone skills.
8\. Must be dependable, have the ability to supervise volunteers, prioritize projects, work as part of a team, meet deadlines, math aptitude, type accurately and pay close attention to detail.
9\. Ability to work evenings and weekends, as needed.
10\. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
11\. Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor and well\-being, innovation and quality.
PREFERRED QUALIFICATIONS
1\. Bachelor’s Degree.
2\. Three (3\) years of assisting in special event planning.
3\. Advanced experience with Blackbaud’s Raiser’s Edge.
4\. Experience with Blackbaud Financial Edge.
5\. English and Spanish verbal and written communication proficiency.
6\. Demonstrated multicultural competence.
PHYSICAL DEMANDS
1\. Normal office physical demands.
2\. Ability to travel between campus locations and to and from community events.
WORKING CONDITIONS
1\. Duties are performed indoors in the usual office and/or outdoor environment.
BENEFITS
Technical Office Support Staff Council (TOSSC)\-AFT Local 604
Full Time/Part Time:
Full time
Union (If Applicable):
TOSSC
Scheduled Hours:
40