Administrative Assistant I, Institutional Advancement and Alumni Relations

Position Title:

Administrative Assistant I, Institutional Advancement and Alumni Relations

Job Description:

POSITION TITLE: Administrative Assistant I, Institutional Advancement and Alumni Relations
STATUS: Full-Time
DEPARTMENT: Institutional Advancement
DIVISION: Institutional Advancement
CLASSIFICATION: Non-exempt
UNION: TOSSC-AFT Local 604
REPORTS TO: Manager, Development & Director, Institutional Advancement & Alumni Relations
PLACEMENT: Grade 106
HIRING RANGE: $21.42- $22.70 hourly

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.

POSITION SUMMARY

To provide a wide variety of highly responsible and complex administrative assistant duties requiring the exercise of a high level of discretion and confidentiality; to provide professional, effective and efficient customer service assistance to students, faculty, college personnel, Institutional Advancement staff, and support to the Development Manager, Director of Institutional Advancement & Alumni Relations, and Executive Director of Institutional Advancement. Considerable judgement, initiative, and independent action in establishing or adapting work procedures to new situations are required. Work requires knowledge of the policies and procedures within the Department and College Systems.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1.    Manage the gift analysis and entry process and procedure. Analyze and process all incoming cash, check, stock, direct deposit, recurring and ACH gifts; prepare checks/cash for deposit and generate appropriate support documentation; record, process and maintain all gifts and demographic data according to procedures. Process all payroll deduction checks and distribute to appropriate accounts. Manage formatting and messaging of central gift acknowledgements and donor pledge tracking and reminders. This role requires specialization in confidential database management and gift entry, ensuring the accurate and secure recording, tracking and reporting of donor information and contributions within the CRM systems.
2.    Collaborate closely with the accountants and the director of Institutional Advancement to ensure the integrity, accuracy, and strategic alignment of the gift entry and acknowledgement process, supporting both financial reporting and donor stewardship efforts.
3.    Support the Development Manager in maintaining and monitoring the Institutional Advancement and Alumni Relations departmental budget. Collect, transfer, deposit, and verify monies for all departmental expenditures. Maintain accounting and related business records of operations. Maintain college/department credit card. Prepare and monitor all purchase requisitions, check requests and invoices.
4.    Prepare, independently compose, and distribute alumni and donor correspondence. Create specialized database queries to generate mailing items, campaign and event communications, and special financial reports. Update and maintain complex mailing lists, records, databases and files. 
5.    Serve as an Institutional Advancement & Alumni Relations event specialist, assisting including event registrations, work orders, venue reservations, catering, etc. while collaborating with the Marketing team to ensure cohesive messaging and engagement across alumni initiatives under the  Development Manager and Director of Institutional Advancement & Alumni Relations.
6.    Provide comprehensive support to annual fund, corporate, planned and major gift giving campaigns, including donor research, data tracking, campaign coordination, and the preparation of materials to advance fundraising goals and strengthen donor relationships.
7.    Maintain the integrity and accuracy of the donor database. This includes entering confidential, financial and donor data, preparation of reports, and timely acknowledgement to donors. Includes ongoing training and implementation for all new database software, procedures and upgrades. Compose, apply and maintain specialized platform actions pertaining to database security, integrity and accuracy.
8.    Contribute to donor stewardship by engaging with donors through various channels including mail, email, and phone with professionalism and confidentiality, with a focus on building positive and meaningful relationships.
9.     Ordering and maintaining office supplies, scheduling appointments, and reserving rooms for meetings and special programs. Receive and direct visitors, handle general and confidential phone calls, take and relay messages, provide reque