Director of Operations & Confidential Secretary to the Foundation Board of Directors HV-NTP-8447

Hudson Valley Community College•Troy, NY

1d•$75,000 - $80,000

About The Position

The Director of Operations reports to the Chief Advancement Officer / Executive Director of the Foundation or their designee and serves as the internal operations leader for The Hudson Valley Community College Foundation and Office of Institutional Advancement. This role will supervise the Advancement Operations Manager and the Scholarship Coordinator/Technical Assistant and additionally will work closely with the Finance Manager and other Advancement/Foundation team members to ensure optimal workflow management and project coordination across the office. Additionally, as Confidential Secretary to the Foundation Board of Directors, this role will assist the Chief Advancement Officer / Executive Director as the primary liaison to the Foundation Board and its committees, and will plan, coordinate, and attend all board and committee meetings and prepare corresponding confidential minutes, notes, agendas, briefings, presentations, and related materials.

Requirements

Bachelor’s Degree from an accredited college or university and at least five (5) years of office management and administrative experience in support of governmental affairs, non-profit, fund-raising and/or event planning, with at least three (3) years of supervisory experience.
Strong organizational skills, excellent interpersonal skills, and a customer service mindset; demonstrated attention to detail, ability to analyze and synthesize data, ability to successfully manage multiple priorities, and ability to communicate effectively with all campus constituents and the public.
Thorough knowledge of office practices, software and systems.

Nice To Haves

Experience with Blackboard, Raiser’s Edge suite of products or equivalent donor management system.
Experience with fundraising in a higher education not-for-profit environment.
Experience with Robert’s Rules of Order.

Responsibilities

Coordinates the administrative operations of the Office of Institutional Advancement, with oversight of the Technical Assistant and in coordination with the Finance Manager. This includes purchase orders, requisitions, mileage, credit card reconciliation, and other tasks necessary for office operations.
Supervises the work of the Advancement Operations Manager, ensuring timely and accurate data entry, reporting, stewardship, prospect management and research, and other essential functions related to that role.
Supervises the work of the Scholarship Coordinator/Technical Assistant, ensuring the execution of all functions of this role including the foundation scholarship and department awards application and awarding cycle.
Serves as liaison to campus community, Graphics and Printing, IIT, Marketing & Communications, Physical Plant, Mailroom and Central Receiving, and others
Oversees and coordinates on-campus events which may include donor visits, meeting arrangements, dedication or other events.
Assists the Special Events & Alumni Relations Coordinator with the planning, preparation, and execution of signature Foundation events which may include scholarship recognition events, golf outings, galas, reunions, social events, and other similar activities. This includes execution of all aspects of event planning and vendor management. This role will serve as the primary lead in this area when the Special Events & Alumni Relations Coordinator position is vacant.
Assists with scheduling and travel coordination for the Chief Advancement Officer / Executive Director, including processing of expense and travel reports.
Maintains confidential travel and donor briefing documents, proposals, and presentations for the Chief Advancement Officer / Executive Director, and when necessary for the President and other members of the leadership team.
Assists in managing the Chief Advancement Officer / Executive Director’s meeting calendar, as requested.
Assists the Chief Advancement Officer / Executive Director as the primary liaison to the Foundation Board of Directors and its committees.
In consultation with the Chief Advancement Officer / Executive Director and Foundation Officers, schedules, plans, coordinates, and attends all board and committee meetings.
Prepares corresponding confidential minutes, notes, agendas, and related materials.
In consultation with the Chief Advancement Officer / Executive Director, oversees the management of properties owned by the HVCC Foundation.
Coordinates with vendors related to the management, upkeep, and improvement of properties, as directed.
Serves as liaison to other campus offices and entities on related property matters.
Performs other duties as assigned.