What are the responsibilities and job description for the Support Specialist, Institutional Advancement and Foundation position at Prince George's Community College?
Responsible for diverse, confidential, and complex administrative duties and tasks in the Office of Institutional Advancement (OIA) and the Prince George’s Community College Foundation. Assist the Executive Director of Institutional Advancement and Foundation with a variety of tasks, ranging from routine, day-to-day to specialized and complex in nature.
Minimum Qualifications
EDUCATION AND EXPERIENCE
- One to two years of college credit (30 credit hours are equivalent to one year) or related certification.
- Three years of progressive administrative/managerial experience required.
- Bachelor’s degree preferred.
KNOWLEDGE, SKILLS AND ABILITIES
- Ability to safeguard highly confidential information.
- Must be able to apply independent judgment to plan and coordinate routine and specialized events, meetings, and activities.
- Must possess a high level of interpersonal abilities to deal tactfully and courteously with the Board Members, the public and fellow employees.
- Must demonstrate proficiency in the use of the Microsoft Office® Suite of products (Word, Outlook, Excel, and PowerPoint).
- Demonstrate correct usage of verbal and written English grammar and office/business etiquette, practices, and protocols.
- Aptitude for working with databases and automating tasks using technology.
- Ability to maintain complex databases, office records and to prepare reports from such records.
- Ability to exercise independent judgment in accordance with established policies and practices.
Criteria
CRITERIA: The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. A Resume/CV and cover letter are required with the application. Please ensure that your documents address the criteria listed below for this position.
ESSENTIAL DUTIES
Foundation
- Coordinates and prioritizes all assignments, activities, meetings, and events under the purview of the Executive Director of Institutional Advancement and Foundation.
- Interact professionally with Board Members, constituents, OIA team members, and employees to coordinate highly diversified tasks.
- Prepares reports, presentations and materials for the quarterly OIA board meetings.
- Prepares reports, presentations, and other material for the five operational committees.
- Establishes working relationships with external stakeholders to schedule and coordinate details for meetings and other activities of the Prince George’s Community College Foundation, Inc. of a varied and complex nature.
- Schedules appointments and meetings with donors and prospects for the Executive Director of Institutional Advancement and Foundation and works with C-Suite executive assistants to schedule Foundation Board Members for donor meetings as necessary.
- Schedules, coordinates and attends all Quarterly Board Meetings as well as regular and call committee meetings of the Prince George’s Community College Foundation, Inc.
- Prepares and disseminates minutes of quarterly and committee meetings of the Board per guidelines, policies and procedures.
- Maintains accurate and timely records of all Board Member giving, attendance, meeting minutes, financial reports, strategic plan, policies, membership profiles, and other official documents on the BoardEffect® portal and other filing systems.
- Processes payments via check and credit card in coordination with the Foundation’s accountant and facilitates review and approval, and execution in a in a timely manner.
- Initiate and submits annual filing of required documents with the State of Maryland to comply with standards for operating a 501c3 charitable organization.
- Maintains up-to-date standard operating procedures for the Foundation.
- Plans/assist in planning and executing signature event and other cultivation events throughout the year.
Office of Institutional Advancement
- Maintain the Executive Director’s calendar and proactively manage meeting conflicts.
- Works closely with the Executive Director to determine and implement priorities.
- Prepares and maintains select and sometimes sensitive administrative correspondence, materials, data and reports relating to the Office of Institutional Advancement and the Foundation.
- Performs specialized event management tasks and acts as coordinator and main point of contact and to schedule meetings and events, on and off campus, to include food service, space reservations, notifying security, etc. on behalf of the Executive Director.
- Assists the Executive Director in preparing for meetings, to include preparing agendas, handouts and other materials.
- Process OIA procurement requisitions, ensuring appropriate account are used, and ensures accuracy prior to obtaining supervisor’s approval.
- Tracks Office of Institutional Advancement expenses, cost center balances and facilitates budget adjustments as appropriate.
- Serve as a lead for office clerical staff and work study students as needed.
- Processes local and overnight travel and reimbursement expense requests for OIA staff.
- Maintains OIA office files on shared drive to ensure easy access and retrieval of record copies.
- Performs other job-related duties as assigned.
Job Requirements
PHYSICAL REQUIREMENTS
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. Limited climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, and repetitive motions.
SPECIAL REQUIREMENTS
- Must be willing and able to work alternative hours (early mornings, evenings and weekends) to support Office of Institutional Advancement and Foundation meetings and events.
- Ability to communicate effectively in spoken and written standard English.
- As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.
- A background investigation will be conducted prior to the offer of employment. A signed authorization for the release of personal information will be required if selected for an interview.
Is Background Check Required?
Yes
Is the incumbent responsible for working with minor children or directly engaging with minor children on campus?
No
Salary : $51,851 - $57,036