Portland Community College | Portland, Oregon Portland Community College

Development Associate

Title: Development Associate

Class: Classified

Exempt Status: Non-exempt

Grade: 20

Job Summary

Under the direction of management, provides support and assistance to the Foundation office by planning and coordinating fundraising activities such as special events and their volunteer support, as well as recognition programs for donors, volunteers and scholarship recipients.  Serves as liaison to the Foundation Board of Directors. Writes and coordinates donor correspondence as assigned.  Conducts targeted solicitations with potential contributors for event sponsorships, scholarships, annual fund gifts, and special campaigns as assigned.  Provides administrative support for management, exercises judgement and responds to complex and technically sensitive issues.

Typical Duties and Responsibilities

  1. Assists the Foundation with the development and implementation of special events, fundraisers and other projects by handling logistics such as creating invitations and marketing collateral materials, event set-up, developing and maintaining guest lists, registration and seating charts, soliciting lower-level sponsors, tracking sponsorship payments, and doing thank you letters, recruiting and training volunteers, and providing other related administrative support as needed.
  2. Assists with the creation and organization of donor recognition programs to honor contributors as part of an overall Foundation donor recognition program.  Serves as a point of contact with donors once a gift is completed.  This may include invitations to special events, coordinating thank you calls from staff, board or committee members, securing donor gifts and awards, and special donor communications all with the goal of enhancing donor relations with and giving to the Foundation.
  3. Compiles, composes and edits, produces and distributes a variety of documents including general and donor correspondence, policies, reports, speeches and presentations.
  4. Through personal visits, email and phone calls, conducts lower-level dollar solicitations with potential contributors for event sponsorship, scholarships, annual fund gifts and special campaigns.
  5. Utilizes contact management database to input donor cultivation and solicitation activities for tracking and monitoring of results, documenting of donor correspondence and reports and action items.
  6. Assists with conducting preliminary research on prospective corporate, organization, foundation, and individual donors as assigned.
  7. Assures confidentiality of all data, including sensitive information related to donors, students, volunteers and staff.
  8. Maintains the administrator’s calendar and schedules meetings and events and prepares or distributes agendas.
  9. Serves as point of contact for Foundation Board and maintains Board records. Prepares and distributes Board meeting notices, agendas, meeting packets, and minutes and serves as the point of contact for general board information
  10. Reviews and/or prepares and processes paperwork and/or electronic requests which may include requisitions, timesheets, EPAF’s and MAP’s, grants, personnel actions, employment contracts etc.
  11. Prepares and assembles Foundation marketing and publicity materials for distribution.
  12. Helps track budget expenses related to Foundation operations.
  13. May oversee the work of casual and student workers as assigned
  14. Performs other related duties as assigned.

Work Environment and Physical Requirements

Incumbents typically work in an office setting but may be assigned other duties such as transporting office supplies and equipment. Duties typically involve managing multiple priorities, handling interruptions, deadlines and other work pressures. Positions may involve occasional local travel and some evening and weekend work, including general event set up.  Occasional lifting, guiding, or carrying of light-weight materials or equipment may be required.

Minimum Qualifications

High school diploma or equivalent. Two years of college level course work in business, communications or a related field. Relevant experience may substitute for the college level course work. Three years of related experience in a business office environment preferably with exposure to fundraising, event coordination and volunteer committees.

Knowledge, Skills, and Abilities

Knowledge of:

  • Fundraising best practices;
  • Customer service best practices;
  • Contemporary office practices, procedures and techniques;

Skill in:

  • Working with diverse academic, cultural and ethnic backgrounds of community college students, staff, and community members;
  • Utilize computer applications – Word processing, spreadsheets, presentation software, Google Drive and contact management software, etc.
  • Operating a variety of office equipment;

Ability to:

  • Develop and maintain effective working relationships with internal and external partners;
  • Communicate effectively, both orally and in writing;
  • Demonstrate resourcefulness and tact in public contacts;
  • Understand and follow broad and complex instructions;
  • Exercise considerable judgment and initiative;
  • Handle sensitive and confidential matters and situations;

Revised: 4/2020, 12/2012

Reviewed: 12/18

New: 03/2008