Date of Posting: 5/2/2017
Closing Date: 5/31/2017
Aims Community College, locally governed, locally funded, is a progressive community college with centralized administrative services located on the Greeley Campus which supports three additional locations. Situated on the Front Range of the Colorado Rockies, and enjoying 300+ days of sunshine a year, Aims Community College is student success oriented and prepares students for success in more than 160 degree and certificate programs. You are not just a number here at Aims Community College, our wonderful Staff, Faculty, and Administration work as a team to ensure excellent service and offer the most affordable tuition in the Front Range.
The incumbent will provide general and specific administrative support for the Foundation and the Community and College Relations division staff, the Foundation Board of Directors, and to the general public as the front office representative and office manager for the work unit. Responsibilities will include foundation policy oversight; donor relations through timely correspondence and development of gift agreements. Oversight of scholarship awards will be conducted such as: a) collaboration with the accountant determining scholarship value b) collaboration with financial aid to confirm available awards, donor receipts/pledge reminders; assignment of codes for constituent records in donor database; additions and corrections to current records in donor database and historical or legal documents.
Duties, Roles & Responsibilities:
- Foundation Board Support –
Provide timely and accurate information to board members. Duties may include:
Development of board member packets for traditional meetings and committee meetings;
taking board minutes; notification of meeting, assistance with annual retreat details,
research and implementation of campus educational sessions for board meeting and tours.
Experience in the stewardship of board members; coordination of venue, facilitator and members for traditional and special board meetings.
- Support Foundation Needs –
Organize email, direct mail and other external communication. This will include the composition, production, and proofreading of documents for the Executive Director, Foundation Board meetings; reminder telephone calls, email and letters; scheduling rooms and catering for on and off campus meetings and events; Identify and provide updated Foundation information to the Aims webmaster for the College website and updating Foundation information on the College’s intranet site. The submission of requests to Aims Daily and Channel 22 related to pertinent Foundation information and events as directed by the Executive Director.
Utilize office technology to properly edit and produce professional communication materials.
Develop, prepare and mail documents following (general to limited) review by the Executive Director. This will include assistance with the organization of special events; board meeting; thank you letters; and donor recognition materials.
Maintain office supplies.
Work with outside vendors and reprographics to ensure that productions and completion of special event, marketing and public relations materials are timely and within budget.
Provide receptionist functions for the Foundation and Community and College Relations division.
Develop requisitions for office and official function supplies. This will include the purchase of office supplies, the reconciliation of monthly p-cards, and the preparation of TE’s and TR’s for the Executive Director and Alumni Coordinator of the Foundation.
- Provide Program and Special Event Support
Work with outside vendors and with Aims service providers for full life-cycle event planning.
Duties may include: Preparation of invitation mailings, collection of RSVPs, collection of donations, issuance of receipts and refund, management of materials for marketing and public relations purposes, solicitation of event sponsors and vendors. Follow-up and tracking of sponsorship donations, and assist with Reprographics on creation of printed materials for the event. Assist with event day coverage and representation as requested by the Executive Director.
- Donor Support
Provide timely and accurate information to donors.
Duties may include: development of draft gift agreements for donor consideration and review, detailed pledge reminders that are tracked and sent on a timely basis in compliance with IRS regulations; customized follow up letters; creation of annual gift acknowledgement letters, fund balance letters and identification of lapsed and prospective donors.
- Perform Information Management: Donor Records,
Classify, process and record donor contributions and contacts according to accounting guidelines under limited direction from Executive Director through utilization of Raisers Edge, Excel and Word. This will include: establish, implement and utilize a consistent method of donor codes and account numbers for ease of electronic tracking.
The maintenance of donations through daily deposits, timely receipts, pledge reminders and in-kind donations for signature and review.
Create and update electronic and hard-copy donor records. This will include:
the organization of hard and electronic files and confirmation of appropriate documentation (such as signed scholarship agreements) for current and previously overlooked donor files;
Linking individual and business files. This will initially include current donors (gifts within the past 1-5 years), prospects and volunteers;
Create separate individual files for prospects link when married.
Develop, modify and create annual fund and endowment agreements form template outline. This will include: Interpretation of donor intent as matched to institutional mission and inclusion of appropriate campus departments; development of formal legal document.
Perform Information Management: Financial
Track status of funds and individual donors through monthly reports and reconciliation with the Accountant. Assist with auditing requirements. This will include the reconciliation of Raisers Edge to Banner for scholarship and Foundation funds on a monthly basis and preparation and mailing of year-end donor tax receipts and letters.
Prepare check requests to payout invoices incurred by the Foundation. This will include quarterly annuity check requests.
Coordinate available scholarship fund balance with accountant and with Financial Aid Office prior to authorization of available scholarship awards. This may include award amounts, fund tracking, appeal and award letters.
Other Duties as Assigned –
In support of the Foundation and the Community and College Relations division, assist with other duties as assigned.
- Applicants must be currently authorized to work in the United States on a part/full-time basis.
- Associate degree or equivalent combination of education and experience, plus three years of related experience.
- Demonstrated ability in Microsoft Office Products and donor database management. Considerable knowledge of basic budget and accounting principles. Must be highly organized, with the ability to work independently and with minimal supervision, communicate effectively both orally and in writing, and construct professional communication materials based on directives from the Executive Director, which may include emails, letters, and invitations to events A skills test may be required to demonstrate necessary proficiencies. Excellent interpersonal relationship skills.
- Possess a valid driver’s license and meet Aims insurability requirements.
- Ability to work a flexible schedule.
- Bachelor’s Degree with at least two years related experience in a foundation or nonprofit. Experience working within a professional business environment with an emphasis on public relations, marketing, data base management, record keeping, basic budget and accounting practices, and special events planning and coordination assistance.
Special Instructions to Applicants:
APPLICATION INSTRUCTIONS AND INFORMATION
• Clearly document job duties performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the “Work Experience” section on the application. We must be able to evaluate your experience based on this information.
• Clearly outline dates of employment and hours worked per week for each employment experience listed in the Work Experience section of the Application so that we can calculate full-time experience.
• The APPLICATION is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met. The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.
• If an Application is considered “Incomplete”, the application will be removed from consideration for the position.
• An Application is incomplete if no current/ previous employment is included in the Work Experience section of the Application.
• An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in the Work Experience section of the Application.
• When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position. This process occurs after an application has passed the minimum qualifications screening. **Please see the “Required Documents” section of the posting.
• Resumes will not be accepted in place of a complete application; however, resumes may still be required as a component of complete application materials.
Equal Opportunity Employer:
Notice: Aims Community College is an equal opportunity employer. Selection will be based solely on merit and will be without discrimination based on age, sex, sexual orientation, race, religion, national origin, marital status or disability. The goal of Aims is to enhance the diversity present in the district we serve. To comply with Immigration Reform and Control Act of 1986, if hired you will be required to provide documents within 3 days of hire date to show your identity and your authorization to work. This law applies to all persons hired.
Screening/Selection: All applicants may apply on line at jobs.aims.edu. If you need assistance with this process please contact Human Resources.
Initial screening will be conducted by a committee based on completed application materials.
Please be prepared to submit the following if required:
- Cover Letter addressing qualifications relative to position requirements,
• Diversity Statement (your personal statement on diversity),
• Teaching Philosophy (for faculty positions only)and,
• Transcripts (if applicable). Official transcripts will be required if hired.
All application materials become the property of Aims Community College. All application materials must be submitted by the closing date posted. The screening committee will select finalists for interviews.