Administrative Assistant I, Institutional Advancement and Alumni Relations

Joliet Junior College•Joliet, IL

14h•$21 - $23

About The Position

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.

Requirements

Associate’s Degree.
Three (3) years of progressively responsible administrative assistant experience or equivalent.
Extensive personal computer skills and a thorough knowledge of several software applications including Microsoft Office Suite for Windows. Ability to learn department and job specific software systems.
Discretion and professional judgement in dealing with highly confidential donor information.
Advanced experience in use of computer-based constituent relationship systems.
Experience processing a high volume of cash, checks, and electronic gifts such as credit card, stock, ACH and direct deposit donations, as well as reconciling bank deposits and ensuring accurate record-keeping and financial compliance.
Strong written and oral communication skills as well as excellent telephone skills.
Must be dependable, have the ability to supervise volunteers, prioritize projects, work as part of a team, meet deadlines, math aptitude, type accurately and pay close attention to detail.
Ability to work evenings and weekends, as needed.
Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

Nice To Haves

Bachelor’s Degree.
Three (3) years of assisting in special event planning.
Advanced experience with Blackbaud’s Raiser’s Edge.
Experience with Blackbaud Financial Edge.
English and Spanish verbal and written communication proficiency.
Demonstrated multicultural competence.

Responsibilities

Manage the gift analysis and entry process and procedure.
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.
Support the Development Manager in maintaining and monitoring the Institutional Advancement and Alumni Relations departmental budget.
Prepare, independently compose, and distribute alumni and donor correspondence.
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.
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.
Maintain the integrity and accuracy of the donor database.
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.
Ordering and maintaining office supplies, scheduling appointments, and reserving rooms for meetings and special programs.
Perform related duties as assigned by the Executive Director of Institutional Advancement, Director of Institutional Advancement & Alumni Relations, and Development Manager.