Administrative Assistant to the Vice President of Advancement

Edison State Community College • Piqua, OH

1d • $29

About The Position

This position is for internal applicants only. Salary: $29.44/Hour Edison State Community College invites qualified internal candidates to apply for the full-time position of the Administrative Assistant to the Vice President of Advancement, Strategic Planning & Partnerships. The Administrative Assistant to the Vice President of Advancement, Strategic Planning & Partnerships is responsible for performing a variety of administrative and professional functions to support the President, the Vice President, and The Edison Foundation Board in the governance and administration of the College and Foundation. The administrative assistant serves as the primary connection for the Vice President with the internal and external communities. This individual manages the overall calendar of the Vice President including meetings, events, conferences, lectures and other commitments. The administrative assistant will understand, comprehensively, the mission, objectives, operations, and policies and procedures of Edison State Community College and The Edison Foundation, as well as the functions of the students, faculty, staff, alumni, and community that impact the College. The person in this role coordinates, assists and directs the completion of administrative and office tasks by working independently and exhibiting a high degree of self-motivation, judgment, professionalism, and confidentiality at all times. This position is responsible for support to the Vice President of Advancement, Strategic Planning & Partnerships with: Advancement Strategic Planning Community Partnerships Marketing & Communication Grants Edison Foundation Center for Leadership Development Alumni To be considered, candidates should include cover letter, resume, and list of education/work experience, including job titles in chronological order when completing their online application. Edison State Community College is an EOE/AA Employer.

Requirements

• High degree of sensitivity, personal integrity, confidentiality, and discretion for work involving access to personal and confidential information.
• High degree of initiative and self-direction and motivation.
• Ability to accommodate demanding workloads with diverse areas of involvement.
• Ability to problem solve.
• Proven human relations skills and the ability to positively interact with officials within the higher education system, the College community, The Edison Foundation, and the community at large.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office and other organizational and financial software.
• Raiser’s Edge and Financial Edge, or other non-profit management software, knowledge and experience.
• Giving Docs planned giving software knowledge and experience.
• Five to seven years of administrative assistance or related experience.
• One to three years of successful administrative assistance to an executive.
• Demonstrated levels of the highest integrity, confidentiality, and clear understanding of complex organizations and foundation of non-profit boards’ scope and responsibility.
• Financial skills with at least three years of accounting experience.
• Experience in volunteer/professional fundraising.
• Experience in event planning and management.
• Experience in processing registrations for events, meetings, and conferences.
• The completion of an Associate's degree is required.

Nice To Haves

• Bachelors preferred

Responsibilities

• Assist the Vice President with the operations of the Vice President's Office to include the coordination of meetings, events, financial reports and records, travel, and communication between the office and administration, staff, faculty members, adjunct faculty members, President’s Cabinet, President’s Council, The Edison’s Foundation Board (includes Executive Committee, Business Affairs Committee, Board Affairs Committee, and others as designated), students, and various committees and departments
• Assist and support the Vice President’s reporting departments, which include Marketing, Advancement, Alumni, Partnerships, Strategic Planning, Grants, Center for Leadership Development, and The Edison Foundation
• Plan, support and assist in internal and external fundraising/development activities including donor and public relations, direct mail appeals, planned giving , board development, special events, and other fundraising/development activities
• Manages and makes recommendations regarding the budget for the Vice President’s Office and The Edison Foundation Board funding and budget
• Represent the Vice President’s Office to internal and external communities
• Serve as a delegate from the Vice President’s Office at community events
• Create and/or coordinate campus-wide meetings, events, communications and presentations
• Monitor key activities assigned by the Vice President to immediate staff via software and other means
• Serve as the liaison between the Vice President’s Office and external organizations
• Perform or coordinate the completion of the following office tasks: produce documents using various software and AI, produce spreadsheets, financial documents and reports for the College and Foundation, utilize financial and planned giving software, establish and maintain hard copy and electronic files; schedule meetings and appointments; and produce meeting minutes.
• Create, format and disseminate special reports, correspondence and publications of the Vice President including updates to The Edison Foundation Board and other internal and external constituents
• Generate, process, and/or forward The Edison Foundation and College documentation as required relying on approved policies and practices, established deadlines, and obtain documents requiring administrator review and/or signature.
• Process purchase requisitions and invoices for college budget and The Edison Foundation budget
• Process and inventory purchases of the Vice President’s Office and The Edison Foundation
• Manage and maintain corporate and individual donor database files (Blackbaud Raiser’s Edge)
• Discretionary, independent, and confidential judgment in processing of donations and preparation of acknowledgement letters, receipts, and other correspondence aligned with IRS regulations and College and Foundation administrative procedures
• Maintenance of guest lists, gathering and preparation of registration materials, and performance of other duties to support College and Foundation events
• Completion of The Edison Foundation's monthly financials including bank reconciliations, general ledger journal entries and financial statements
• Manage, process and deposit all donations in coordination with the Business Office staff
• Manage and process all donations, including bank deposits, bank/investment portfolio sweeps, and bank/investment portfolio check requests within GAAP guidelines
• Work with Vice President, Business Affairs committee and auditors with all aspects of financial statements
• Manage and assist with The Edison Foundation’s annual scholarship process, including application generation and processing, documentation, award processing, marketing, and related events including the annual scholarship celebration
• Provide support to standing committees or ad hoc task forces and committees by scheduling meetings; preparing agendas; completing and distributing minutes; maintaining hard copy and digital files
• Collaborate, schedule, and work with department student workers to increase efficiency and productivity
• Perform other related duties as assigned.
• Assists the Vice President in regular review of Board policy, strategic plan, and processes for updates or changes, both for the College and Foundation
• Reviews and edits all Board actions, resolutions or other items of business including assimilation
• Coordinate all communication to The Edison Foundation Board, including confidential communications from the Vice President to the Board and information from various offices on campus.
• Serve as Secretary to the Edison Foundation Board to coordinate with all supporting documents for monthly board meetings, assorted Edison Foundation Board communications, travel arrangements, new board member orientations, committee chairs, etc.
• Provide support to the Vice President for The Edison Foundation Board development opportunities for the Board members including, but not limited to, logistical arrangements and necessary resources.
• Assist with the preparation of the Vice President’s Office and Edison Foundation Board for annual budgets, process travel reimbursements, prepare purchase orders, and monitor expenditures.
• Plan and organize special events, including but not limited to The Edison Foundation Board and Vice President’s travel

Benefits

• Health & Life Insurance: Edison State Community College provides excellent medical and dental plans with cost-shared premiums. The college offers a reimbursement program to share a portion of the employee's out-of-pocket expenses. Each employee receives an accidental death and dismemberment insurance policy.
• Retirement Benefits: Edison State Community College participates in the Ohio Public Employee Retirement System (OPERS). Based upon the Ohio Revised Code, 10% of an Edison State employee's gross salary is deposited into their individual OPERS account. The college contributes an additional 14% which is not figured into the employee's base salary. An option for an alternate retirement plan is also available. Employee and employer contributions would be the same as above.
• Benefits that are not cost-shared by the college (available for payroll deduction): Vision Supplementary Life Insurance 403(b) Tax Deferred Annuities
• Vacation: Professional/Technical employees receive 3 weeks of vacation each year which begins accruing on the employee's first pay period. After five years of employment with Edison State the Professional/Technical employee will receive 3.5 weeks each year, after ten years this increases to 4 weeks, after fifteen years the employee will receive 4.5 weeks of vacation and this once again increases to 5 weeks after twenty years of employment with the college.
• Sick Leave: Edison State employees receive 3 weeks of sick leave each year which begins accruing on the employees first pay period.
• Holiday Pay: At the start of their employment employees are eligible to receive pay for the 11 holidays for which the campus is closed.
• Tuition Waiver: Edison State employees receive 100% of their instructional fees waived for any Edison State courses they take. Dependents (spouse or children) of full time Edison State employees receive the same 100% waiver for Edison State course instructional fees and dependents of part time employees receive a partial waiver.
• Tuition Reimbursement: Edison State offers partial tuition reimbursement for continued education.
• Health Club Contribution: Edison State will pay a portion of an employee's yearly premiums for a health club membership. Memberships to some local YMCA organizations can be payroll deducted. The college also provides an on-site fitness center to employees, students and the community at no charge.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 251-500 employees