Administrative Support Assistant II, Development and Alumni Relations
- Community College of Baltimore County
- Location: Dundalk, Maryland
- Category: Admin-Alumni Associations and Services
- Posting Date: 07/20/2023
- Application Deadline: Open until filled
Job Description
- Class Description
The purpose of this class is to provide professional level administrative support services to assigned department or program.
- Minimum Requirements
High school diploma/GED and five years related office experience or Associate’s Degree and three years related office experience; knowledge and experience using Microsoft Office applications; must complete and pass Microsoft testing modules which includes Word and Excel and demonstrate the ability to type 35 wpm. (Candidates with proof of current Microsoft Office Expert Specialist Certification do not need to test.). Knowledge of fundraising software Raiser’s Edge preferred.
- Class Specific Essential Duties
- Assist and provide information to students, faculty, administrators and the college community.
- Assist in planning meetings, special events, and with special projects.
- Serve as liaison between department or program and other offices or organizations.
- Research, analyze and process data into college systems.
- Maintain records and files.
- Answer, screen and direct telephone calls.
- Compile reports, documents, forms and correspondence.
- Create and track check requests, requisitions, work orders and other request forms.
- Process and manage all relevant course, program and/or personnel paperwork.
Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned.
- Position Specific Essential Duties
- Organize, manage and track the alumni membership applicaton process.
- Provide support for the faculty and staff giving campaigns, direct mail fall and spring appeals.
- Manage social media sites and provide development updates for Facebook, Instagram, LinkedIn and websites.
- Work with College staff to conduct roll-over of graduates from Banner into Raiser’s Edge and continue to update records in the system.
- Create or assist in creating custom lists as required (mail appeals, E-communications, etc.).
- Proactively manage the donor database in conjunction with the needs of the Advancement Services team including, but not limited to monitoring data quality, preparing queries, exports, imports, event lists, and reports.
- Act as liaison between Senior Director and Alumni Board for meetings and events.
- Coordinate identified alumni events including crab feast registration, mixers, educational sessions, annual meeting and other event logistics
- Maintain guest lists, gather and prepare registration materials, track costs, sponsorships, ticket sales, attach attributes for attendees in Raiser’s Edge and other duties as assigned for fund-raising events
- Assist in any data export functions, including mail merge for specific projects including events, annual giving and donor recognition programs.
- Enter constituent data for all individuals and organizations, including address updates, constituent demographics, and relationship links.
- Conduct day-to-day clean up of constituent records (including duplicate maintenance, updating codes, addresses, etc.)
- Enter returned mail address corrections or other such change of address notification.
- Extract information and export data to other software applications (Microsoft Excel, Microsoft word).
- Import data gathered from Banner and other college events and programs (including alumni graduate lists).
- Attach attributes and/or other codes to constituent records to track participation at events or through mailings
- Maintain donor records and files, constituent codes and update records as necessary.
- Produce reports and assist with general analysis of data as it relates to fundraising and donor recognition.
- Assist with confidential research for update of businesses information, including contact persons for "Primary Contact" for businesses.
- Assist with conducting research on individuals, corporations, and foundations for prospect activity and maintain integrity of data.
- Accurately record and track report dates for required of any funding source.
- Work with Gift Officer to execute annual database clean-up activity with all program components of Institutional Advancement.
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