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Columbia College

Administrative Assistant, Advancement Division

Columbia College, Columbia, Missouri, United States, 65201


Administrative Assistant, Advancement Division

Department:

Advancement

Location:

Columbia, MO

Type:

Staff. Full-time

Pay:

$17.43 to $20.19 per hour (Pay range may vary based on geographic location)

Diversity Statement:Columbia College is committed to creating an inclusive employee experience for all regardless of race, color, national origin, gender, religion, sexual orientation, age or disability. The college maintains a safe place for open discourse; supports activities that promote diversity and inclusion; and overall, fosters a sense of community that welcomes everyone.

Job Summary:The Administrative Assistant is the first line of contact for the Advancement Division. This position is the lead staff member responsible for daily gift processing and varied budget reports. They enhance donor acknowledgment programs through data entry in Blackbaud's NXT, sending donor communications on behalf of the division, and team aid efforts in the Development, Alumni Relations, Strategic Communication and External Relations departments. This position involves careful data and gift entry and ensures that all cash gifts, stock donations, and pledges are recorded accurately in the database. In addition, they play a vital role in supporting the Advancement operations through duties that drive office administration coordination. This position will also assist with the leadership of special projects within our Advancement Division, some with college-wide impact.

Essential Functions:

Perform job duties in accordance with Columbia College's vision, mission and values, and contribute to the team goals of the Office of Development and the Advancement Division.Support the culture of Advancement at Columbia College.Ability to maintain absolute confidentiality is required.Answer telephones professionally, route calls, and take messages as needed for staff members. Coordinate travel for the Advancement division by booking flights, hotels, rental cars, and other needs, following college guidelines.Create itineraries and collaborate with Stewardship staff members to prepare gift bags before fundraiser travel.Reserve room for recurring meetings, working with division leadership.Register staff members for luncheons, conferences, and other events as requested.Receive, sort, and distribute the daily mail and work with a team member to do the daily processing of checks with team members.Maintain direct, consistent, reliable processes to ensure that each and every gift received is promptly and accurately recorded for receipting purposes.Demonstrate expert teamwork skills within the Advancement division and with all other departments within the College.Ensure you have a secondary staff member aware and prepared to cover essential duties in your absence and serve as the anchor of all departments in the Advancement Division so that there is always staff coverage during regular business hours.Ensure a professional image for the three departments in the division through interactions and office organization.Practice exemplary customer service in all manners of communication - whether by telephone, written, or in person.Handle all duties concerning processing and recording gifts and ensure the internal processes are complete to acknowledge gifts in Blackbaud's NXT, including receipt and stewardship.Coordinate and prioritize day-to-day gift processing activities and ensure accurate processing of checks, credit cards, and electronic funds transfers for unrestricted and restricted gifts.Reconcile batches within the database and prepare batches for daily deposit.Communicate with the Director of Advancement Services to ensure the accurate processing of gifts and financial integrity and accuracy.Work with the Director of Advancement Services to develop and maintain a standard operating procedure manual for using NXT in the Advancement Division, which will be updated annually.Coordinate bi-weekly employee payroll deductions with the Payroll Supervisor and reconcile batches for posting.Record donor pledges and proposals in NXT.Assist in adding donor news, communication, and information to NXT records as needed. Update biographical data in Raiser's Edge as provided by constituent information on checks and/or correspondence.Provide administrative support for the Advancement Division, including reviewing/delivering Board meeting materials and general office management.Remain accountable for prompt NXT data input to keep donor contacts current.Input receipts for division-wide expense reports into Concur for management approval promptly.Accept and record checks according to our gift acceptance policy.Ensure that the division's mail goes out daily.Maintain organized offices, monitor inventory, and order supplies for the division, working with leadership.Create packets and prepare meeting materials for leadership.Distribute agendas, as provided, before meetings.Remain available to assist in preparation for meetings.Handle administrative tasks in support of division meetings, retreats, and functions.Represent the College as a knowledgeable professional with a consistently positive attitude about College initiatives and leadership.Strive to have a foundational knowledge of key functions of the division, including but not limited to moves management and the Columbia College Fund.Manage budget lines as assigned.Support efforts related to preparation for and execution of a comprehensive fundraising campaign for the college.Serve on internal committees as requested.Work closely with the Office of the President on a variety of needs and projects as requested.Assist with special projects as assigned.Remain mindful of personal and professional work-life balance and physical and mental health.Remain mindful of professional development opportunities.Participate as an active team member in meetings, come prepared and contribute thoughts and ideas.Practice superior customer service.Fulfill additional responsibilities as assigned.Display respect and civility to all constituencies regardless of method of communication.Attend work timely and during the established hours of operation on a regular basis; work additional hours as business necessitates.Supervision Given:Student workers, Interns

Supervision Received:Assistant Vice President, Development

Skills:

Ability to fluently read, write and understand the English language.Proficiency with the following, but not limited to: active listening; speaking; writing; critical thinking; judgment and decision making; monitoring; reading comprehension; time management; coordination; and management of personnel resources.Proficiency for using a variety of computer and technology-related software and equipment, including Microsoft Office products and database systems.Proficiency for using web-based technologies, including database systems.Ability to work independently or in a team environment, with or without direct supervision.Excellent communication, interpersonal, customer service and organizational skills with all constitutients.High level of attention to detail.Independent initiaitve.Refined written and conversational skills.Demonstrate leadership to carry out projects, events, committees and task forces.Ability to collaborate with and engage volunteer leadership.

Required education: Associates degree

Required Experience:

A minimum of two years experience in an office settingComputer experience in browsers, search engines, MS Office, Outlook and databasePreferred Education/Experience:

Bachelor's degree

Employment Requirements:Ability to pass a criminal background check as a condition of employment, and on an annual basis, during employment.Ability to pass a drug test as a condition of employment, and during employment, and on a random basis or as required if probable cause or reasonable suspicion.

Special Requirements:Some evening and weekend work will be required.

Physical Requirements:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit for long periods of time, and talk or hear. The employee is regularly required to use hands and fingers to handle or feel; reach with hands and arms; climb or balance; and stoop, kneel, or crawl. Specific vision abilities required by this job include close vision. The employee must lift, carry and move a minimum of 10 pounds on an occasional basis. Must be able to type on a computer keyboard and use a computer monitor on a frequent and regular basis.

Work Conditions:The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is rarely exposed to outside weather conditions; however, possible exposure to hazards and physical risks to personal safety may occur while operating certain equipment. The noise level in the work environment is usually mild. Extensive sitting in one position. Regular interaction with the College community and the public.

This job description is not meant to be all-inclusive of every duty and responsibility required by the employee in the position.

Eligibility for employee benefits and perks is determined by employment status. For more information please see https://www.ccis.edu/careers.

The offer of employment and assignment to duties is contingent upon a satisfactory criminal background check. The information may include, but is not limited to, academic, residential, achievement, performance, attendance, disciplinary, employment history, credit history, driving history, and criminal history of public record.

Columbia College is an equal-opportunity employer.

In compliance with the Higher Education Opportunity Act (HEOA) and the Jeanne Clery Disclosure of Campus Security Policy and Campus crime Statistics Act (Clery Act), the Department of Campus Safety for Columbia College has provided the Annual Security and Fire Safety Report and crime statistics for the main campus and venues nationwide.

Columbia College is required to distribute this information to all current and prospective employees and students. Please follow the link below for the full report or contact Human Resources at 573-875-7495 for a printed copy.

https://www.ccis.edu/campus-safety/crime-reporting/reports-stats