Executive Administrative Assistant

 

Education and/or Experience

Associates degree and 5-7 years of related administrative experience; or equivalent combination of education and experience.

 

Certificates, Licenses, Registrations

(If Applicable)

 

Competencies

 

Knowledge of databases (CRM, specifically RaisersEdge by Blackbaud (database and web view)) 

 

Familiarity with working in a non-profit environment

 

Skilled at writing and editing

 

To perform the job successfully, an individual should demonstrate the following competencies:

 

Analytical – Synthesizes complex or diverse information; collects and researches data.

 

Continuous Learning – Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.

 

Customer Service – Responds promptly to customer needs; responds to requests for service and assistance; meets commitments and promotes customer focus.

 

Job Knowledge – Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.

 

Use of Technology – Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date.

 

Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

 

Communications – Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

 

Cooperation – Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.

 

Oral Communication – Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.

 

Teamwork – Balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone’s efforts to succeed.

 

 

Written Communication – Able to read and interpret written information.

 

Business Acumen – Aligns work with strategic goals.

 

Cost Consciousness – Works within approved budget; conserves organizational resources.

 

Diversity – Shows respect and sensitivity for diversity and cultural differences; promotes a harassment-free environment.

 

Ethics – Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.

 

Organizational Support – Follows policies and procedures; completes administrative tasks correctly and on time; supports organization’s goals and values; benefits organization through outside activities.

 

Adaptability – Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.

 

Personal Appearance – Dresses appropriately for position.

 

Attendance/Punctuality – Is consistently at work and on time; arrives at meetings and appointments on time.

 

Dependability – Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.

 

Initiative – Looks for and takes advantage of opportunities; asks for and offers help when needed.

 

Innovation – Meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas.

 

Planning/Organizing – Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives.

 

Quality – Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

 

Quantity – Completes work in timely manner.

 

Safety and Security – Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.

 

Qualifications 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 individuals with disabilities to perform the essential functions.

 

Language Skills

Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

 

Mathematical Skills

Ability to calculate and apply concepts of basic Mathematics.  

 

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. 

 

Computer Skills

To perform this job successfully, an individual should have general knowledge of Database software; Internet software; Spreadsheet software and Word Processing software.

 

 

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. 

• Walking 
• Squatting 
• Sitting 
• Standing 
• Lifting (10 lbs. maximum)  
• Speaking 
• Hearing 

 

 

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. 

• Classroom Setting 
  1. Inside

• Office Setting

 

 

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

N/A

 

Under general direction, performs a variety of confidential and complex administrative duties for the Vice President of Advancement and the Advancement Department.

 

Example of Duties

 

Essential Duties and Responsibilitiesinclude the following. Other duties may be assigned.

Works with the ACC Foundation Customer Relationship Management (CRM) software, specifically RaisersEdge by Blackbaud, executing the following functions: 

• consistent constituent data entry
• gift entry as batches and individually

• mail merge to create tailored communications including acknowledgement letters
• queries to prepare reports, mailings and other purposes
• report generation for executive director, president, ACCF board members and auditors
• imports and exports of data
• Manages interface with Gmail and Constant Contact
• reconciliation with accounting software

 

Manages honor / memorial donation process, recording the tribute, sending notifications to appropriate contact and creating a record for the annual report

 

Coordinates all aspects of the annual report process for the ACC Foundation, gathering information on the ACCF financials, highlights of annual grants and projects, providing the complete honor and memorial tribute list, profiles of new scholarships and funds, the list of student ambassadors, list of endowments, list of board members and student photos  

 

Solicits applications for Faculty Staff Innovation grants; as grants are submitted, makes sure they are complete; provides copies and a summary as appropriate to senior ACC staff and ACCF Board Members; establishes deadlines for and collects mid-year and final reports; responds to questions from grantees; and works with Senior Finance Specialist to create reports of spending per grant  

 

Schedules board meetings, committee meetings, prospect and donor meetings with multiple individuals on and off campus; schedules student participation as required; attends meetings and takes minutes  Coordinates electronic meetings and presentations at in-person meetings.  

 

Maintains records of board member activity for star recognition; ensures awards are created in a timely manner for board meetings (presidential transitions, retiring board members, 5 star and door knocker)

 

Responds to questions from prospects and donors about giving possibilities, records of giving, values of accounts, status of awards, and similar questions

 

Manages college staff mentoring process, including suggesting mentor possibilities, working with new mentors on process and procedures, monitoring mentoring relationships, responding to questions from mentors and mentees, maintaining mentoring meeting spreadsheet and roster, and evaluating effectiveness and dedication of mentors

 

Interacts with the members of the Board of Directors, donors and prospects in a professional manner.  This includes providing resources and assistance during annual board campaign and collecting and compiling Code of Ethics and Conflicts of Interest documents

 

Interfaces with investment advisor and coordinates their annual evaluation

 

Supports the Vice President by preparing meeting, packets, compiling and managing information and following up on action items

 

Records donor pledges and ensures pledge “invoices” go out either ASAP or in the designated month.  

 

Coordinates ACC retirement gifts

 

Manages Vice President’s travel and accommodations, conference registrations, and travel-related plans and documentation

 

Helps to manages Vice President of Advancement calendar

 

Works with Administrative Assistant to develop and manage a process to collect thank you cards with pictures from approximately 1,000 students per year

 

Works with payroll administrator to oversee payroll deduction gifts and ensures all monthly donors receive a tax document by the IRS deadline of January 31

 

Works with Events staff to ensure preparations are made for various ACC Foundation events and meetings.  Helps to coordinate event implementation

 

Manages nomination and awards process for Business Partner of the Year and annual Alumni Awards

 

Creates professional written communications including solicitation and acknowledgement letters 

 

Works with Grants office to track spending and gift receipts

 

Monitors donation report deadlines

 

Solicits non-cash donations for various events, incentive needs and meetings

 

Orders holiday basket or plants at year end for the newly bereaved

 

Orders Valentine’s treats for Titan Society members

 

Coordinates Titan Society and board member attendance at June culinary meals

 

Prepares students for interacting with board members, donors and prospects

 

Responds to alumni who are interesting in helping / volunteering

 

Collects RSVPs for events and ensures payment is collected, if relevant

 

Works with Administrative Assistant to schedule student meetings with donor groups

 

Supervises ordering of Foundation Champions plaque

 

Provides documents to auditors on a set schedule

 

Helps maintain alumni records

 

Schedules room use with dedicated software

 

Serves as an integral part of the accounting controls process

 

Maintains manuals and key documents; maintains electronic records and paper files

 

Designs, implements and keeps current forms in Jotform and Team IA

 

Represents Foundation on various college committees

 

Maintains contracts for part-time employees

 

Performs other duties as assigned

 

 

Supervisory Responsibilities

This position has supervisory responsibilities. (Student Worker)

 

An ACC on-line application MUST be fully completed for consideration, which includes a required letter of interest, transcript attachment. Resume attachments are welcome but will not be accepted in lieu of complete application.  

 

For faculty positions, all relevant full- and part-time teaching experience, including start and end dates of employment, should be included on the application. Also, all relevant full- and part-time work experience related to the teaching discipline should be included on the application, including start and end dates.

 

For non-faculty positions, all relevant full- and part-time work experience related to the position should be included on the application, including start and end dates. 

 

Marcella Thompson  (336) 290-0146/mthompson335@alamancecc.edu

 

Nicole Rone   (336) 506-4273/narone301@alamancecc.edu