Foundation/Marketing Administrative Assistant - TNBR Careers

As the Administrative Assistant for the JSCC Foundation, you will play a pivotal role in supporting the strategic initiatives and operations of the Foundation and the Office of Marketing and Communications. This position requires a detail-oriented...

Title: Foundation/Marketing Administrative Assistant

Institution: Jackson State Community College

Job Summary

As the Administrative Assistant for the JSCC Foundation, you will play a pivotal role in supporting the strategic initiatives and operations of the Foundation and the Office of Marketing and Communications. This position requires a detail-oriented individual with strong organizational skills, excellent communication abilities, and a proactive approach to administrative tasks. You will be responsible for providing comprehensive administrative support to the Foundation team and the Marketing and Communications Office, contributing to the overall success of the college's donor relations, outreach and engagement efforts.

Job Duties

• 30% - Administrative Support: Provide administrative assistance to the Foundation team, including scheduling meetings, managing calendars, handling correspondence, and maintaining departmental records and files. Correspondence by phone, in person, or electronically with internal or external constituents, including senior officials. Prepare meeting agenda, project timelines, and materials for Foundation Board meetings. Attend Foundation Board meetings, keep records and prepare drafts of minutes for review. Make travel arrangements, prepare for conferences, appointments, special events, and other activities. Determine type of data, forms, records, or methods to be used and collect or compile information for monthly, quarterly, and annual reports. Summarize programs and reports. Monitor and maintain office supplies as needed. Prepare accurate reports and summaries of donations, pledges, interest, monthly payroll deductions, and expenses. Manage donor and potential donor records, log visits, correspondence, personal and professional information. Provide administrative support to the Offices of the President as needed, including but not limited to: Purchasing Scheduling, maintaining, and overseeing travel expenses. Other tasks and assignments as needed. - (Essential)
• 20% - Event Coordination: Assist in the planning and execution of various events and initiatives, including community outreach programs, fundraising events, and alumni gatherings. This includes logistical coordination, scheduling, and communication with stakeholders. - (Essential)
• 20% - Communication Management: Support the development and distribution of marketing materials, newsletters, press releases, and other communications collateral. Assist in maintaining the Foundation's social media account(s) and website content to ensure accurate and up-to-date information. - (Essential)
• 20% - Database Management: Maintain databases and office filing system of contacts, donors, alumni, and other stakeholders. Ensure data accuracy, update records regularly, and generate reports as needed to support fundraising and outreach efforts. - (Essential)
• 5% - Financial Administration: Assist in budget tracking, expense reconciliation, and purchase order processing for the Marketing, Communications, and Advancement departments. Work closely with the finance team to ensure compliance with college policies and procedures. Support Fundraising Initiatives: Assist with donor stewardship activities, gift processing, and acknowledgment letters. Collaborate with the Advancement team to identify funding opportunities and support fundraising campaigns and appeals. Collaborative Engagement: Coordinate with other college departments and external partners to facilitate collaborative projects and initiatives. Serve as a liaison between the Marketing, Communications, and Foundation Offices and various stakeholders, including faculty, staff, students, alumni, donors, and community members. - (Essential)
• 5% - Other duties as assigned - (Marginal)

Minimum Qualifications

High School diploma or equivalent

Two years of previous experience in administrative support roles, preferably in advancement, marketing, communications, in a fundraising setting, or other applicable field.

Preferred Qualifications

Associate degree from a Regionally accredited institution

Proficiency in Microsoft Office suite (Word, Excel, PowerPoint) and familiarity with database management systems.

Certified Administrative Professional Certification

Knowledge, Skills, and Abilities

Strong organizational skills

Ability to effectively analyze data and inquiries, think critically, and make appropriate decisions

Excellent interpersonal and public relations communication skills

Strong written and verbal communication skills.

Effective time management skills

Experience or knowledge of Banner Database and Raiser’s Edge

Ability to work as part of a team or work alone without close supervision

Ability to perform basic math functions including accounting calculations related to cash and other transactions.

Pay Rate:  $31,677-$38,011 Annual salary depending on eligible experience which is defined by the current compensation plan.

Open Until Filled: Yes. For best consideration apply by September 6, 2024.

Special Instructions to Applicants:

To be considered for this position, you must submit an application.  Prior applications will not be used to fill this vacancy.  

A completed satisfactory background check will be required before hire.