Office & Admin Specialist Sr - Advancement Specialist

All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated).

Working Title:

Office & Admin Specialist Sr - Advancement Specialist

Institution:

Minnesota State Community and Technical College

Classification Title:

Office & Admin Specialist Sr

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

MSTA - Moorhead Campus

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$21.90 - $31.21

Job Description

This position exists to provide operational and administrative support to M State Foundation. This position will oversee the Foundation’s constituent database, coordinate the Foundation’s financial functions, oversee the scholarship program, provide professional administrative support and coordinate the Foundation’s special events.

The values that guide our work include: access and opportunity, equity, inclusion and belonging, cultural competence, cultural responsive pedagogy & service, and community engagement.  Our educational environments are culturally relevant, responsive, and innovative to the students we serve. Our students are assets, we affirm their identities and lived experiences and provide spaces that are emotionally safe and reflect who students are.

Responsibilities

Customer Service.

• On a daily basis, live the mission, vision and values of M State to ensure a positive experience for all students and stakeholders. Service to M State students and stakeholders is a core component of the position and work responsibilities.

Oversees and manages the Foundation’s donor database including gift entry, gift acknowledgement, report generation.

• Develop and implement operating procedures and processes for all users of the CRM database.

• Organize and manage data for effective donor cultivation, solicitation and stewardship.

• Execute regular database utility function to ensure accuracy and integrity of the data.

• Process and enter donations. Generate acknowledgements for all donations, maintain electronic records of all donor communications (in person, phone, email, etc.) within the database to enhance cultivation and stewardship activities.

• Create and generate standard and customized reports depending on the development needs of the office.

• Serve as the primary database subject matter expert.

Manages financial functions/accounting processes of the Foundation including gift processing, accounts payable, fund reconciliation and reporting, vendor management, invoice processing, account and pledge receivables.

• Develop and implement policies to ensure the integrity of financial information.

• Produce detailed giving and contribution data, monitor the foundation’s spending, invoicing and accounts payable to ensure expenditures are within budget.

• Oversee and monitor all funds to ensure accuracy, analyze financial data to prepare meaningful and timely reports.

• Responsible for preparing and providing annual or semi-annual financial updates to donors and pledge reminders/invoices as needed.

Oversees scholarship program and all scholarship related activities including using award management software, ensures compliance and plans and organizes the scholarship award ceremonies ensuring engagement from donors, scholarship recipients and faculty.

• Maintain the scholarship program process and procedures and recommend changes for improvement.

• Maintain scholarship database with criteria for all fund details.

• Administer the scholarship application, selection, and award notification process. Establish a fair and impartial system for review and selection of recipients.

• Develop and manage the scholarship payout budget and coordinate the payout of scholarships with the financial aid/business office.

• Research possible new sources of funding for scholarships.

• Plan and coordinate the scholarship recognition event.

Support the Foundation through administrative duties.

• Serve as the Administrative Assistant for the Foundation by supporting and maintaining confidentiality with financial and donor information.

• Produce reports, prepare meeting agendas and packets for Board and committee meetings.

• Coordinate various events that include donor recognition, and alumni, and assist in building and maintaining relationships of the Foundation’s cons