Administrative Specialist - Advancement (Part-Time)

Enterprise State Community College; Muscle Shoals (AL); On-site; USD 18,000 - 34,000; Part time

Job summary

Northwest Shoals Community College is seeking an Administrative Specialist to provide administrative and operational support for donor relations, stewardship and Foundation activities, ensuring accurate financial records and proper donor acknowledgment.

The role handles daily bookkeeping, data entry, invoicing, and account reconciliation; manages donor databases; processes gifts and generates receipts, letters, and donor reports; supports fundraising projects and event logistics; and prepares

Qualifications

• Associate’s degree from a regionally accredited institution.
• Two years of related experience in administrative support roles, bookkeeping, or other applicable field.
• Experience with QuickBooks Online or other accounting software, preferred.
• Experience with fundraising or CRM software (such as Blackbaud), preferred.

Responsibilities

• Provide daily bookkeeping, data entry, verify financial transactions, process invoices, and reconcile accounts.
• Assist with managing donor database ensuring data integrity and database optimization.
• Responsible for gift processing and donor acknowledgments, including receipts, thank you letters, pledge statements and donor reports.
• Assist with administration of foundation scholarships including donor/recipient communications and reports to donors.
• Support fundraising activities, including establishing new funds, processing expenses, and providing reports.

Education

Associate’s degree

Tools

QuickBooks Online

Blackbaud

Job description

Under the supervision of the Director of Advancement, the Administrative Specialist provides administrative and operational support for donor relations, stewardship, and Foundation activities. The Administrative Specialist ensures NWSCC Foundation financial records are accurate and that all donors receive proper acknowledgment and recognition for their contributions.

• Responsible for daily bookkeeping, data entry, verifying financial transactions, processing invoices, and reconciling accounts to ensure accurate reporting
• Assist with managing donor database ensuring data integrity and database optimization
• Responsible for gift processing and donor acknowledgement
  • Ensures donors are acknowledged and recognized to strengthen their financial support for the college.
  • Responsible for the development, review and control of all gift acknowledgments, including receipts, thank you letters, pledge statements and donor reports.
• Assist with the management/administration of all foundation scholarships including donor and recipient communication (i.e. reports to donors, thank you letters, student testimonials, etc.
• Support club/department administrative needs for fundraising including establishing new funds, processing expenses, providing reports, setup unique donation pages for gifts.
• Manages administrative functions of the Foundation to include: processing invoices for payment, purchase orders, reimbursements, etc.
• Correspondence by phone, in-person, or electronically with internal and external constituents
• Supports fundraising-related and celebratory events.
• Tracks donor relations and stewardship activities in the established databases to enhance relationships and increase the likelihood of continued contributions.
• Compile data analytics to achieve higher retention rates and donor satisfaction.
• Tracking metrics to assess the current engagement and activity of donors to determine which efforts have the greatest business impact.
• Create reports via CRM software to assist in analyzing performance metrics and increase stewardship.
• Help determine types of data, forms, records or methods to be utilized and compile information for monthly, quarterly, and annual reports.
• Perform additional duties as assigned.

• Associate’s degree from a regionally accredited institution, required.
• Two years of related experience in administrative support roles, bookkeeping, or other applicable field, required.
• Experience with QuickBooks Online or other accounting software, preferred.
• Experience with fundraising or CRM software (such as Blackbaud), preferred.

HOURLY RATE:$13.00 - $25.00 depending on education. (19 hours or less per week with NO BENEFITS)

Northwest Shoals Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including all postsecondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.

Northwest Shoals Community College will make reasonable accommodations for qualified disabled applicants or employees. Applicants in need of an accommodation(s), should contact the Office of Human Resources prior to the interview. 256-331-5279

In accordance with Alabama Community College System Policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon an acceptable background check as determined by the College President.

Northwest Shoals Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee’s eligibility to work in the United States as required by the Department of Homeland Security.

Northwest Shoals Community College reserves the right to withdraw this job announcement at any time prior to awarding of employment.