College Advancement Assistant

Blackhawk Technical College•Janesville, WI

23h

About The Position

This position provides administrative and technical support to the Blackhawk Foundation, College Advancement, and the College’s Financial Aid scholarship functions. The role serves as a Raiser’s Edge technical expert, contributes to the planning and delivery of the Foundation’s annual fundraising activities, and acts as a liaison for community relations needs, requests, and opportunities. The position will also function as a liaison between the Foundation and the Financial Aid Office to support the scholarship system and address student inquiries.

Requirements

Ability to maintain confidentiality of student and donor information.
Attention to detail and data entry skills.
Strong written and verbal/oral communication skills with a thorough knowledge of English grammar, punctuation, and spelling.
Strong computer skills including proficiency in non-profit software (Raiser’s Edge).
Ability to work independently and problem solve with minimal instruction and supervision.
Ability to handle multiple projects effectively in an environment with frequent interruptions.
Ability to interact with diverse populations.
Ability to utilize, learn and troubleshoot technology related to the position.
Ability to navigate, post, and interact with various social media channels.
Associate Degree in Administrative Professional or related field or an equivalent combination of education and experience.
Two (2) years of related work experience.
Must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

Responsibilities

Provide administrative and technical support to the Blackhawk Foundation, College Advancement, and Financial Aid scholarship functions.
Serve as a Raiser’s Edge technical expert.
Contribute to the planning and delivery of the Foundation’s annual fundraising activities and efforts.
Act as a liaison for the College and district community for community relations needs, requests, and opportunities.
Function as a liaison between the Foundation and Financial Aid Office to support the scholarship system, and answer and resolve student questions and inquiries.
Assist with correspondence (written & email), including phone calls, newsletters, communications, postcards, social media, and internal/external website content.
Maintain accurate department information and materials, ensuring data integrity.
Provide support for the Blackhawk Foundation Board of Directors and designated Board Committee operations, including coordinating and planning meetings, developing agendas, preparing materials, recording meeting minutes, and maintaining records.
Facilitate outreach/communication programs in coordination with Division colleagues.
Provide reception coverage to the President’s Office and Foundation Office in coordination with the Human Resources Assistant.
Coordinate the ordering of promotional and general office supplies; maintain storage spaces and records.
Support Community Relations by coordinating presentations and activities that promote the College’s overall Community Engagement strategic plan and objectives.
Prepare payment/billing requests between the Foundation and the College in collaboration with the Business Office.
Assist with preparing supporting documents for the financial audit and annual Form 990.
Coordinate bill payments, invoicing, and monitoring of budget expenditures.
Collaborate with the Foundation and the Business Office in the distribution and reconciliation of Foundation scholarship awards.
Coordinate Community Engagement initiatives including bill payments, expenditure tracking, and monitoring budget allocations for community involvement activities.
Facilitate communications plan, including all routine and special acknowledgements to donors, an annual report, alumni communications, and campaign mailings.
Provide stewardship of donors and volunteers; maintain a high standard in the production of gift agreements, timely gift acknowledgements, pledge reminders, annual donor summaries, and reports.
Communicate with donors on monetary and in-kind contributions, payroll deductions, and fund balances.
Maintain the Raiser’s Edge donor database, including setting database standards, streamlining monthly reporting, creating and maintaining an operational procedures manual, and training staff.
Generate complex reports, queries, exports, and imports to the database, dashboard reports, fundraising reports, and comparison reports.
Import data from additional sources as needed to add constituents to the database in alignment with coding standards.
Serve as primary contact for operations and integration of Advancement software (including Raiser’s Edge, Blackbaud Merchant Services, and Blackbaud Hosting).
Assist in the coordination of fundraising activities to support the Foundation, including event plan development, detail coordination, and communication/promotion of events.
Attend events to support activities and resolve issues as they arise.
Assist with signature campus events as appropriate.
Assist the Executive Director with special community events throughout the year.
Create project plans for tasks, deadlines, and responsible individuals.
Coordinate external and internal correspondence to community partners, chambers, government officials, vendors, College staff and departments, and groups.
Coordinate facility work orders, marketing collateral, and internal and external promotions.
Execute alumni engagement plan and ensure operations of the alumni association, distinguished alumni awards, and continued outreach.
Assist with student assistance programs including picking up gas cards, coordinating payment of utility bills, and submitting check requests.
Support the scholarship process through overall management of the online scholarship software system (Scholarship Manager).
Respond to student application questions and resolve system issues to ensure a smooth scholarship application process.
Review student information system entries related to the Free Application for Federal Student Aid (FAFSA) and needs analysis when financial aid attributes are considered in the determination of scholarship eligibility.
Coordinate the process for awarding scholarships including managing the scholarship review and award process for each semester.
Coordinate and conduct educational presentations/workshops on scholarship opportunities and FAFSA assistance in concert and collaboration with the Financial Aid Office.