Title: Foundation Specialist
Exempt Status: Non-exempt
Under the direction of management, the Foundation Specialist provides a wide range of administrative support to Portland Community College Foundation office, activities, initiatives, programs, and processes including scholarships, grants administration, finance, events, and development. The position supports and/or coordinates special projects as assigned.
Typical Duties and Responsibilities
- Reviews, interprets, and enters cash, credit card, payroll, EFT gift batching into Foundation database to ensure timely and accurate donor record updates and deposits.
- Produces customized thank you letters in coordination with Development team. Handles exceptions and routes for signature. Supports donor appreciation efforts as assigned.
- Coordinates grant development activities for awards of $10,000 or less. Researches, assembles, and formats information; drafts and edits proposals.
- Assists with maintaining and updating the Grants Work Plan and Schedule. Coordinates grant reporting activities as assigned and drafts and/or edits reports.
- Supports scholarship program by fielding communications from students, maintaining fund scholarship records in Foundation database, scheduling selection committees and other activities.
- In collaboration with program staff, develops and maintains social media platform including crowdfunding activities, scholarship website, Instagram and Facebook.
- Provides logistical and administrative support to events such as Foundation Gala and scholarship reception as well as annual giving day.
- Reviews vendor invoices and enters proper general ledger coding for check and credit card disbursements timely and accurately.
- Creates and enter miscellaneous journal entries. Coordinates with Foundation Accountant to complete miscellaneous operational reporting related to raffles, 1099s, etc.
- Greets and responds to both internal and external supporters/customers via telephone, email and in-person; refers individuals to appropriate staff as necessary. Provides direction and/or assistance in resolving challenges and issues that may be sensitive in nature.
- Provides general support to the Department, including personnel or payroll related functions, staff travel related functions, training on Foundation operations and finance policies, introductions, and scheduling appointments with key staff.
- Provides general office support such as logging materials and data, filing and record keeping, maintaining and ordering supplies, and coordinating activities related to Facilities, Public Safety, IT and other departments.
- Performs other related duties as assigned.
Work Environment and Physical Characteristics
Positions in this job family typically work in an office setting but may be assigned more physical duties such as transporting office supplies, materials, and equipment. Position involves sitting for extended periods of time while working at a computer terminal.
High school diploma or equivalent. Four years of administrative support experience. College or business school training may be substituted for up to two years of the experience requirement.
Knowledge, Skills, and Abilities
- Contemporary office practices, procedures and techniques;
- Spelling, vocabulary, math and grammar skills appropriate to the level of the position;
- Word office suite, excel;
- Databases such as Banner, Raiser’s Edge, Academic Works.
- Operating a computer and various software packages;
- Operating a variety of office equipment;
- Identifying student needs and matching them with available resources;
- Managing multiple priorities;
- Planning and organizing to meet established deadlines;
- Maintaining high level of attention to detail.
- Develop and maintain effective working relationships;
- Meet college expectations regarding customer service;
- Communicate complex/technical data effectively both orally and in writing;
- Maintain a reliable and dependable attendance record;
- Provide effective and responsive service to department customers and contacts;
- Locate information using electronic resources, including the Intranet and Internet, as assigned;
- Create and maintain accurate and up-to-date records;
- Monitor timelines and meet deadlines.