Part-Time: Foundation Administrative Assistant

Motlow; Memphis (TN); On-site; USD 21,000 - 30,000; Part time

Job summary

Southwest Tennessee Community College seeks a highly organized, customer-focused Part-Time Foundation Administrative Assistant to support the daily operations of the Office of Institutional Advancement and the SWTCC Foundation. This role handles donor relations, gift processing, stewardship activities, and data management with a strong emphasis on confidentiality and professionalism.

The position involves coordinating donor engagement, preparing reports, managing events, and supporting

Qualifications

• High School Diploma or GED required.
• Minimum of ten (10) years of progressively responsible administrative support experience.
• Demonstrated experience managing confidential information and maintaining accurate records.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.

Responsibilities

• Foundation and Donor Support: Assist with donor data entry and maintenance of donor records, contact information, gifts, pledges, and stewardship activities.
• Gift Processing and Financial Coordination: Assist with the processing, tracking, and documentation of gifts, pledges, sponsorships, and contributions.
• Administrative Support: Provide administrative support to the Vice President of Advancement & Communications and Institutional Advancement staff.
• Event and Foundation Board Support: Assist with planning and execution of Foundation events, donor recognition activities, scholarship programs, fundraising initiatives, and community engagement events.
• Data Management and Reporting: Maintain confidential donor, financial, and Foundation records.

Skills

Administrative support

Confidentiality

Microsoft Office

Customer service

Data entry

Education

High school diploma or GED

Associate's degree or higher

Tools

Excel

Word

Outlook

PowerPoint

Job description

Southwest Tennessee Community College is a comprehensive, multicultural, public, open—access college. Southwest has four campuses/centers from which it offers over 100 programs and over 20 technical certificate programs.

We foster student success, transform lives, and increase the educational level of a growing community in Shelby County. Southwest is a Tennessee Board of Regents institution, accredited by the Commission on Colleges of the Southern Association of Colleges and Schools.

We invite you to become a part of the Southwest Team!

Title: Part-Time: Foundation Administrative Assistant

Employee Classification: Other Administrative

Institution: Southwest Tennessee Community College

Department: Advancement & Communication

Campus Location: SWTCC - Multiple Campus Locations

Job Summary

Southwest Tennessee Community College seeks a highly organized, customer-focused, and detail-oriented Part-Time Foundation Administrative Assistant to support the daily operations of the Office of Institutional Advancement and the Southwest Tennessee Community College Foundation. This position provides administrative support for donor relations, gift processing, stewardship activities, advancement events, Foundation operations, and data management. The Foundation Administrative Assistant plays a critical role in ensuring the accurate documentation of donor and gift information, supporting donor engagement activities, coordinating follow-up efforts, maintaining records, and assisting with Foundation initiatives that advance the mission of the College. The successful candidate will possess exceptional organizational skills, strong attention to detail, a commitment to customer service, and the ability to manage multiple priorities while maintaining confidentiality and professionalism.

Job Duties

• Foundation and Donor Support
  • Assist with donor data entry and maintenance of donor records, contact information, gifts, pledges, and stewardship activities.
  • Prepare and maintain accurate records related to donations, sponsorships, scholarships, and Foundation activities.
  • Track donor correspondence, acknowledgments, and follow-up actions to ensure timely stewardship and engagement.
  • Assist with the preparation of donor reports, mailing lists, prospect information, and fundraising materials.
  • Support donor cultivation and stewardship activities as directed.
• Gift Processing and Financial Coordination
  • Assist with the processing, tracking, and documentation of gifts, pledges, sponsorships, and contributions.
  • Coordinate with Finance and Accounting staff to ensure accurate recording, reconciliation, and reporting of gifts and Foundation transactions.
  • Maintain records supporting Foundation financial activities and donor reporting.
  • Assist in preparing documentation necessary for audits, reporting requirements, and Foundation reviews.
• Administrative Support
  • Provide administrative support to the Vice President of Advancement & Communications and Institutional Advancement staff.
  • Prepare correspondence, reports, meeting materials, presentations, and other documents as assigned.
  • Schedule meetings, maintain calendars, coordinate appointments, and assist with meeting logistics.
  • Maintain organized electronic and physical filing systems.
  • Answer phones, respond to inquiries, and provide excellent customer service to donors, alumni, community partners, faculty, staff, and students.
• Event and Foundation Board Support
  • Assist with planning and execution of Foundation events, donor recognition activities, scholarship programs, fundraising initiatives, and community engagement events.
  • Support Foundation Board meetings by assisting with agendas, meeting materials, attendance records, and logistics.
  • Assist with event registration, guest communications, and event follow-up activities.
  • Support advancement and fundraising initiatives as assigned.
• Data Management and Reporting
  • Maintain confidential donor, financial, and Foundation records.
  • Generate reports and spreadsheets related to donor activity, event participation, and Foundation operations.
  • Ensure data accuracy and integrity within Foundation databases and tracking systems.
  • Assist with data cleanup and record maintenance projects.

Minimum Qualifications

• High School Diploma or GED required.
• Minimum of ten (10) years of progressively responsible administrative support experience.
• Demonstrated experience managing confidential information and maintaining accurate records.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.

Preferred Qualifications

• Associate's degree or higher.
• Experience working in higher education, nonprofit organizations, institutional advancement, fundraising, donor relations, finance, accounting, or related fields.
• Experience supporting executive leadership, boards, committees, or fundraising initiatives.
• Experience working with donor databases, CRM systems, or financial tracking systems.

Knowledge, Skills, and Abilities

• Excellent organizational and administrative skills.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality regarding donor, financial, and institutional information.
• Strong customer service and interpersonal skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Ability to work independently and as part of a team.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong problem-solving and follow-up skills.
• Ability to interact professionally with donors, board members, community leaders, faculty, staff, and students.

Physical Demands

• Ability to sit, stand, and walk for extended periods.
• Ability to lift and carry materials weighing up to 25 pounds.
• Ability to travel between campus locations and event venues as needed.

Work Schedule

• Up to 25 hours per week.
• Schedule may vary based on Foundation activities, donor events, Board meetings, and departmental needs. Occasional evening or weekend hours may be required to support Foundation and College events.

The intent of this job description is to provide a representation of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Candidates who are called for an interview must notify Human Resources in writing at least five (5) days in advance of any reasonable accommodation needed prior to the date of the interview.

First consideration will be given to current Southwest Tennessee Community College employees who meet the minimum qualifications for the position.

In order to be considered for the position, the following items must be uploaded:

• Resume
• Cover letter
• Unofficial Transcripts

A summary of our benefits can be found below:

https://www.southwest.tn.edu/hr/benefits-overview.php

Incomplete applications will not be considered.

The TBR does not discriminate on the basis of race, color, religion, creed, ethnicity, or national origin, sex, disability, age, status as a protected veteran or any other class protected by Federal or State laws and regulations and by Tennessee Board of Regents policies with respect to employment, programs, and activities.

The following person has been designated to handle inquiries regarding nondiscrimination policies: LeVetta Hudson, Vice President of People & Culture, [e-mail], 737 Union Ave, Memphis, TN 38103, 901-333-5000. See the full non-discrimination policy.