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Institutional Advancement/Foundations Office Assistant

Institution: Iowa Lakes Community College
Location: Algona, Iowa
Admin-Other Administrative Positions
Posted: November 07, 2013
Type: Part Time
Application Due: Open until filled
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Institutional Advancement/Foundations Office Assistant Date Posted: November 5, 2013 Type: Part Time Job Details GENERAL JOB SUMMARY: This is a Part-time position (27 ½ hrs/wk) located in the Administrative Offices, Estherville. Primary responsibilities are to perform secretarial/clerical duties in support of the Foundations Manager. The successful candidate must possess excellent organizational, computer, written and oral communication skills, with emphasis on social media, accompanied by ability to be creative and manage projects with multiple deadlines. Perform duties of a sensitive and confidential nature. Assist with analyzing workflow to increase efficiency and reduce costs but without supervisory responsibility other than workstudy students. A sincere commitment to Iowa Lakes Community College and its students as well as our communities is a necessity. CLASSIFICATION: Professional Support A DEPARTMENT: Institutional Advancement/Foundations REPORT TO: Foundations Manager ESSENTIAL DUTIES/RESPONSIBILITIES (% of TIME) Constant (67-100%) Perform secretarial and clerical tasks associated with the Institutional Advancement/Foundations Office which are sometimes confidential in nature. Operate personal computer to access e-mail, electronic calendars, and other basic office support software and also: a. Process gifts, pledges and associated correspondence timely and accurately. b. Manage and maintain donor management software system and develop reports and specified lists as requested by the Executive Director. c. Enter data and maintain database. d. Draft, edit, revise, and print letters, tables, reports, and other documents. Answer telephones, relay messages, and greet visitors. Assist with coordinating office activities, maintain office calendar and schedule appointments as needed/requested by Executive Director. Serve as the alumni facilitator for the College which includes attending occasional evening meetings and weekend events. Organize scholarship applications, selection and award process (coordination and communication with donors, scholarship selection committees, financial aid, and recipients). Frequent (34-55%) Assist with special fund raising events – phone calls, meetings, invitations, facilities, food, tickets, registrations, etc. Process donations to the College and/or Foundation accurately and timely. Maintain required records and documents for the Iowa Lakes Community College Institutional Advancement Office. Partner with other departments within the college on specific projects. Maintain and monitor budgets, prepare requisitions and journal entries under the direction of the Foundations Manager. Assist with formatting, preparation, printing, ordering, mailing and distributing newsletters and other printed materials. Develop and maintain a positive working relationship with various clients of the Institutional Advancement/Foundations Office, the College Foundations, and Alumni & Friends Association – ranging from students, employees, volunteers and boards to individuals and businesses in our communities. Sort, screen, and distribute incoming and outgoing mail; draft or prepare responses to routine inquiries; prepare mail merge documents; prepare photocopies and facsimiles, and operate a variety of office equipment. Commitment to utilizing technology: assist with updating Face Book page and maintain web site to assure timely updates and accuracy of information. Occasional (10-33%) Schedule scholarship manager training for committee members and students. Coordinate, schedule and direct a work study student or students. Assist in developing a marketing strategy for the Institutional Advancement/Foundations Office and stimulate development of funding proposals. Develop a fundamental knowledge of foundations, trusts, donation options, etc. Perform other duties as assigned. KNOWLEDGE, SKILLS, AND ABILITIES: Computer literacy: understanding of and ability to utilize a personal computer and software programs for word processing (especially Microsoft Office), databases, Power Point, spreadsheets, familiarity with desktop publishing programs and procedures and learn to utilize the College mainframe and donor management system. Represent the College in a positive manner to employees, students, visitors and the general public with the ability and willingness to meet and interact positively with clientele of the office. Must be enthusiastic and energetic in performance of assigned duties and responsibilities. Thorough knowledge of office procedures, telephone techniques and office equipment, as well as correct English usage, grammar, punctuation and arithmetic. Exercise initiative in conducting business of the Institutional Advancement/Foundations Office during frequent absences of the Foundations Manager. Ability to read and understand written and oral instructions or communications. Ability to efficiently perform tasks in an environment of frequent interruptions. Ability to assume responsibility, deal effectively with problems and exercise good judgment when making decisions. Ability to take detailed notes at group meetings and keep accurate records. SPECIAL DEMANDS: Sedentary to light work. Position involves sitting most of the time; exerting up to 20 pounds of force occasionally (10-33%). Stooping, kneeling, crouching, pushing, pulling, and carrying occasionally (10-33%). Walking, lifting and grasping, and repetitive motion frequently (34-66%). Talking, hearing and viewing various types of close visual work constantly (67-100%). May be required to travel utilizing personal vehicle with mileage reimbursement. Must have valid driver’s license, good driving record and provide proof of insurance. The statements contained herein reflect general details as necessary to describe the essential functions, job duties/responsibilities, and performance expectations of the job, which should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned. Employment with Iowa Lakes Community College is dependent upon successful passage of a criminal background check. Application: Employment Application (Save document to your computer and fill in application. Re-save completed application and email as an attachment to Diane Friesner at You may also print out the completed form and mail it to Iowa Lakes Community College, 19 South 7th Street, Estherville, IA 51334.) *** *** NOTE: Applications must be complete, including Employment Application Form, Applicant Confidential Information Form, Letter Addressing Qualifications, Resume and Transcripts (if required). See individual job descriptions for instructions. Incomplete applications will not be considered. Requirements MINIMUM QUALIFICATIONS: High School diploma or equivalency required. A combination of secretarial/clerical, marketing or sales experience or post-secondary training in an appropriate area equivalent to three years or an appropriate Associate Degree desired. NCRC preferred. Ability to utilize a personal computer for word processing and establishment of databases with knowledge of or willingness to learn various software programs. A computer skills test will be conducted during interviews. SALARY: $12.26/hour FRINGE BENEFITS: Paid vacation and sick leave. APPLICATION PROCESS: The following items must be included in your application packet before it is considered a complete application. Employment Application form Applicant Confidential Information form (this data is used to comply with government required affirmation record-keeping only and is not used for applicant screening purposes.) A letter addressing your qualifications for the position. A resume and references required. All office assistants are advised to fully specify knowledge and use of computer software programs. Only complete application packets will be considered for the position vacancy. Position open until filled; review of applications will begin immediately. Position begins January, 2014. Contact Information Questions and requests regarding application: Diane Friesner at 712-362-0409 or

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