Part-Time: Foundation Administrative Assistant

Tennessee Board of Regents•Memphis, TN

5d•Onsite

About The Position

Southwest Tennessee Community College seeks a highly organized, customer-focused, and detail-oriented Part-Time Foundation Administrative Assistant to support the daily operations of the Office of Institutional Advancement and the Southwest Tennessee Community College Foundation. This position provides administrative support for donor relations, gift processing, stewardship activities, advancement events, Foundation operations, and data management. The Foundation Administrative Assistant plays a critical role in ensuring the accurate documentation of donor and gift information, supporting donor engagement activities, coordinating follow-up efforts, maintaining records, and assisting with Foundation initiatives that advance the mission of the College. The successful candidate will possess exceptional organizational skills, strong attention to detail, a commitment to customer service, and the ability to manage multiple priorities while maintaining confidentiality and professionalism.

Requirements

High School Diploma or GED required.
Minimum of ten (10) years of progressively responsible administrative support experience.
Demonstrated experience managing confidential information and maintaining accurate records.
Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.

Nice To Haves

Associate's degree or higher.
Experience working in higher education, nonprofit organizations, institutional advancement, fundraising, donor relations, finance, accounting, or related fields.
Experience supporting executive leadership, boards, committees, or fundraising initiatives.
Experience working with donor databases, CRM systems, or financial tracking systems.

Responsibilities

Assist with donor data entry and maintenance of donor records, contact information, gifts, pledges, and stewardship activities.
Prepare and maintain accurate records related to donations, sponsorships, scholarships, and Foundation activities.
Track donor correspondence, acknowledgments, and follow-up actions to ensure timely stewardship and engagement.
Assist with the preparation of donor reports, mailing lists, prospect information, and fundraising materials.
Support donor cultivation and stewardship activities as directed.
Assist with the processing, tracking, and documentation of gifts, pledges, sponsorships, and contributions.
Coordinate with Finance and Accounting staff to ensure accurate recording, reconciliation, and reporting of gifts and Foundation transactions.
Maintain records supporting Foundation financial activities and donor reporting.
Assist in preparing documentation necessary for audits, reporting requirements, and Foundation reviews.
Provide administrative support to the Vice President of Advancement & Communications and Institutional Advancement staff.
Prepare correspondence, reports, meeting materials, presentations, and other documents as assigned.
Schedule meetings, maintain calendars, coordinate appointments, and assist with meeting logistics.
Maintain organized electronic and physical filing systems.
Answer phones, respond to inquiries, and provide excellent customer service to donors, alumni, community partners, faculty, staff, and students.
Assist with planning and execution of Foundation events, donor recognition activities, scholarship programs, fundraising initiatives, and community engagement events.
Support Foundation Board meetings by assisting with agendas, meeting materials, attendance records, and logistics.
Assist with event registration, guest communications, and event follow-up activities.
Support advancement and fundraising initiatives as assigned.
Maintain confidential donor, financial, and Foundation records.
Generate reports and spreadsheets related to donor activity, event participation, and Foundation operations.
Ensure data accuracy and integrity within Foundation databases and tracking systems.
Assist with data cleanup and record maintenance projects.