Part-Time: Foundation Administrative Assistant

Job Summary

Southwest Tennessee Community College seeks a highly organized, customer-focused, and detail-oriented Part-Time Foundation Administrative Assistant to support the daily operations of the Office of Institutional Advancement and the Southwest Tennessee Community College Foundation.

Foundation and Donor Support

• Aid in donor data entry and maintenance of donor records, contact information, gifts, pledges, and stewardship activities.
• Prepare and maintain accurate records related to donations, sponsorships, scholarships, and Foundation activities.
• Track donor correspondence, acknowledgments, and follow-up actions to ensure timely stewardship and engagement.
• Aid in the preparation of donor reports, mailing lists, prospect information, and fundraising materials.
• Support donor cultivation and stewardship activities as directed.

Gift Processing and Financial Coordination

• Assist with the processing, tracking, and documentation of gifts, pledges, sponsorships, and contributions.
• Collaborate with Finance and Accounting staff to ensure accurate recording, reconciliation, and reporting of gifts and Foundation transactions.
• Maintain records supporting Foundation financial activities and donor reporting.
• Aid in preparing documentation necessary for audits, reporting requirements, and Foundation reviews.

Administrative Support

• Provide administrative support to the Vice President of Advancement & Communications and Institutional Advancement staff.
• Prepare correspondence, reports, meeting materials, presentations, and other documents as assigned.
• Schedule meetings, maintain calendars, coordinate appointments, and assist with meeting logistics.
• Maintain organized electronic and physical filing systems.
• Answer phones, respond to inquiries, and provide excellent customer service to donors, alumni, community partners, faculty, staff, and students.

Event and Foundation Board Support

• Aid in planning and execution of Foundation events, donor recognition activities, scholarship programs, fundraising initiatives, and community engagement events.
• Support Foundation Board meetings by assisting with agendas, meeting materials, attendance records, and logistics.
• Aid in event registration, guest communications, and event follow-up activities.
• Afford support to advancement and fundraising initiatives as assigned.

Data Management and Reporting

• Maintain confidential donor, financial, and Foundation records.
• Generate reports and spreadsheets related to donor activity, event participation, and Foundation operations.
• Ensure data accuracy and integrity within Foundation databases and tracking systems.
• Afford assistance with data cleanup and record maintenance projects.

Minimum Qualifications

• A high school diploma or GED required.
• Minimum of ten (10) years of progressively responsible administrative support experience.
• Demonstrated experience managing confidential information and maintaining accurate records.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.

Preferred Qualifications

• An associate's degree or higher.
• Experience working in higher education, nonprofit organizations, institutional advancement, fundraising, donor relations, finance, accounting, or related fields.
• Experience supporting executive leadership, boards, committees, or fundraising initiatives.
• Experience working with donor databases, CRM systems, or financial tracking systems.

Knowledge, Skills, And Abilities

• Excellent organizational and administrative skills.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality regarding donor, financial, and institutional information.
• Strong customer service and interpersonal skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Ability to work independently and as part of a team.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong problem-solving and follow-up skills.
• Ability to interact professionally with donors, board members, community leaders, faculty, staff, and students.

Physical Demands

• Ability to sit, stand, and walk for extended periods.
• Ability to lift and carry materials weighing up to 25 pounds.
• Ability to travel between campus locations and event venues as needed.

Work Schedule

• Up to 25 hours per week.
• Schedule may vary based on Foundation activities, donor events, Board meetings, and departmental needs.
• Occasional evening or weekend hours may be required to support Foundation and College events.

Summary Of Our Benefits

A summary of our benefits can be found below here.

Contact Information

To apply, candidates must upload their resume, cover letter, and unofficial transcripts. For inquiries regarding nondiscrimination policies, please contact LeVetta Hudson, Vice President of People & Culture, at myhr@southwest.tn.edu. For more information about the TBR non-discrimination policy, visit this link.