Administrative Support Assistant II - Foundation

Lakeshore College; Town of Cleveland (WI); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Tuition reimbursement

Relocation assistance available

Paid time off starting with generous

Health and wellness programs

Onsite fitness center

Holidays and winter break

Discounts on events and local services

Recognition events

Job summary

Lakeshore College seeks an Administrative Coordinator to manage Lakeshore Foundation activities, including documents, CRM data, and daily business processes. The role supports the Director and Foundation Board, ensuring accurate records, donor management, and efficient scholarship administration.

The position requires soft skills, excellent communication, and strong organizational ability. It also involves coordinating events, interfacing with campus departments, and maintaining confidential

Qualifications

• Associate degree from an accredited college or university in a related discipline required.
• Less than two years of relevant occupational experience is required with experience working in a non-profit organization preferred.
• Note: May consider candidates with alternative combinations of education and experience consistent with the College’s equivalency guidelines.

Responsibilities

• Maintain Foundation CRM/database, including managing gift and donor entry, data maintenance, and running queries and reports.
• Process invoices, expense reimbursements, and/or check requests under the supervision of the Director of the Foundation.
• Maintain the Foundation operations folder including gift acceptance policy, contracts, and binding agreements.
• Manage updates or additions to Institutional Advancement and Foundation policies and procedures within related software.
• Assist in providing information to the Foundation Board as directed by the Director of the Foundation, including orientation for new Board Directors.
• Schedule, attend, and provide minutes of all Lakeshore Foundation Board meetings.
• Maintain all Foundation operations documents in the Foundation shared files system.
• Plan and execute events to benefit the Foundation activities in coordination with the Director of the Foundation.
• Gather and compile information to complete reports to the Director and VP of Strategic Development.
• Maintain Foundation donor records, office forms, draft correspondence, and create presentations.
• Participate in college committees and events.
• Enter and configure all new scholarships and scholarship cycles.
• Facilitate the scholarship application review and awarding process, including setting up the review process, awarding, and communicating to all applicants.
• Conduct student help sessions to assist students with scholarship applications.
• Manage all the scholarships that are administered outside the AwardSpring data system, such as Adam Steel, Richard Brindza, Kohler Foundation, Student Moment, TEOG, and others as determined.
• Coordinate and communicate with other college departments, including financial aid, student success, and instruction under the direction of the Director.

Skills

Excellent written and verbal komunik

Strong organizational skills

Time-management

Interpersonal skills

Customer service skills

Critical thinking

Education

Associate degree in related discipline

Tools

Microsoft Office

Job description

Full-time Benefits
Competitive health, dental, and vision insurance

Benefits
Full-time Benefits
Competitive health, dental, and vision insurance
Up to $3,000 in tuition reimbursement annually | Professional development and growth opportunities
7.2% Wisconsin Retirement System (WRS) savings - matched dollar for dollar | 403(b) and 457 retirement savings options
College paid life and disability insurance | Health and dependent care Flex Spending Accounts
Onsite fitness center and walking path | Up to 8 weeks paid New Child Leave
Onsite wellness screenings I Relocation assistance available
Lakeshore also offers generous paid time off starting with 10 days of vacation, 9 days of sick time, 6 days of personal leave, 10 holidays, and a one-week winter break.
Additional Perks
Local discounts on food, entertainment, and events | Discounts on cell phone plans and rental cars
Common Read events | Culinary experiences from onsite emerging chefs | Identity theft protection
“Dress for your day” | Employee recognition and appreciation events
Campus closed six Fridays during the summer
Benefits begin the first of the month coinciding with or following hire
For additional information on our vast array of benefits, read through our benefits guide
Overview
NOTE: Compensation determinations will be made based on years of required relevant occupational experience and meeting educational requirements
POSITION SUMMARY: This position provides administrative, technical, and on-site coordination of the Lakeshore Foundation activities including organization of Foundation documents and forms, database management, administration of the scholarship application and award process, and management of daily business processes under the direction of the Director of the Lakeshore College Foundation. The individual holding this position must think creatively and demonstrate strong communication and excellent customer service skills. This position requires critical thinking, planning, and organizing skills. Provide an exceptional customer service to both internal and external customers throughout every interaction
REASONABLE ACCOMMODATIONS/ADA: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions
Responsibilities
ESSENTIAL JOB FUNCTIONS (Other duties may be assigned):
(80%) Administrative Support

• Maintain Foundation CRM/database, including managing gift and donor entry, data maintenance, and running queries and reports.
• Process invoices, expense reimbursements, and/or check requests under the supervision of the Director of the Foundation.
• Maintain the Foundation operations folder including gift acceptance policy, contracts, and binding agreements.
• Manage updates or additions to Institutional Advancement and Foundation policies and procedures within related software.
• Assist in providing information to the Foundation Board as directed by the Director of the Foundation, including orientation for new Board Directors.
• Schedule, attend, and provide minutes of all Lakeshore Foundation Board meetings.
• Maintain all Foundation operations documents (including banking information, investment account information, check requests, gift receipts, pledge commitments, audited financial reports, IRS990 reports, etc.) in the Foundation shared files system.
• Maintain Foundation mailing lists and event participation lists.
• Plan and execute events to benefit the Foundation activities in coordination with the Director of the Foundation.
• Communicate with internal stakeholders to monitor operational procedures and effectiveness.
• Maintain and monitor the Foundation email accounts, shared drives, and webpages.
• Gather and compile information to complete reports to the Director and VP of Strategic Development.
• Maintain Foundation donor records, office forms, draft correspondence, and create presentations.
• Participate in college committees and events.

(20%) Scholarship Application Administration

• Enter and configure all new scholarships and scholarship cycles.
• Facilitate the scholarship application review and awarding process, including setting up the review process, awarding, and communicating to all applicants.
• Conduct student help sessions to assist students with scholarship applications.
• Manage all the scholarships that are administered outside the AwardSpring data system, such as Adam Steel, Richard Brindza, Kohler Foundation, Student Moment, TEOG, and others as determined.
• Coordinate and communicate with other college departments, including financial aid, student success, and instruction under the direction of the Director.

Qualifications
EDUCATION AND EXPERIENCE:

• Associate degree from an accredited college or university in a related discipline required.
• Less than two years of relevant occupational experience is required with experience working in a non-profit organization preferred.

Note: May consider candidates with alternative combinations of education and experience consistent with the College’s equivalency guidelines.

Knowledge, Skills, And Abilities
KNOWLEDGE

• Knowledge of Lakeshore’s mission, vision, and strategic direction.

Skills

• Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook, etc.)
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Effective interpersonal skills and customer service skills.
• Strong critical thinking and problem-solving skills.

Abilities

• Adapt quickly to new and changing technology.
• Perform work accurately and thoroughly, with a high level of accountability and attention to detail.
• Work independently and as part of a team with minimal supervision.
• Present self in a professional, ethical and respectful manner at all times.
• Use discretion and maintain a high level of confidentiality.
• Prioritize and manage multiple projects or tasks, maintaining deadlines.
• Establish and maintain effective working relationships and relate successfully with staff, students and all stakeholders.

Physical Demands/Work Environment

• While performing the duties of this job, the employee is regularly required to sit and talk or hear.
• The employee frequently is required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.
• The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Work environment may require multi-tasking.
• The noise level in the work environment is usually moderate.

Condition(s) Of Employment

• Employment conditional on completion of a Background Information Disclosure (BID) with the results acceptable to the College.

This job description is designed to cover the basic functions of the job and is not considered a detailed description of every job duty that is required, other duties may be assigned as needed. Duties, responsibilities, and activities may change at any time with or without notice to ensure the successful delivery of organizational objectives.