Position Details
- Receive telephone calls, visitors, email inquiries and physical mail, and then route contacts and correspondence to appropriate staff. Independently handle routine-to-difficult matters.
- Provide confidential administrative support for the Chief Advancement Officer/Foundation Executive Director, Director of Marketing and Public Relations, and Director of Foundation Programs and all departmental support staff, as needed.
- Provide high-level administrative support for COCC Foundation Board of Trustees: send meeting information, schedule rooms, prepare meeting packets, and take notes and minutes for Foundation Board and committee meetings.
- Organize, prioritize, and execute technical and complex administrative support involving independent judgment and an in-depth understanding of the functions, procedures, calendars/cycles, and available staffing of the Office of College Advancement and the COCC Foundation.
- Schedule appointments and arrange meetings as directed. Notify participants of meeting details and prepare materials (reports and/or statistical data) for presentations and discussions.
- Prepare and process invoices for College Advancement and COCC Foundation and serve as the first contact for resolving matters related to checks, online donations, receipts, etc.
- Coordinate the administrative aspects of projects, events and mailings and work with service providers and external vendors to ensure compliance (e.g. caterers, printers, mail house, etc.).
- Assist with student and community volunteer coordination, scheduling, and correspondence.
- Perform other essential duties as assigned that support the overall objective of the position.
- Proficient in computer use with expertise in MS Word, Teams, PowerPoint, and Excel, as well as Adobe Acrobat Pro and Zoom.
- Ability to communicate effectively (both orally and in writing) using the English language, with or without the use of an interpreter.
- Ability to work with diverse constituents, including community leaders, Foundation and COCC board members, volunteers, students, College and Foundation staff, committees, and organizations external to the College.
- Ability to multi-task and set and adjust fast-changing priorities organizationally.
- Ability to assist with office workflow and assign work to others based on office needs.
- Ability to produce accurate written materials that are proofed/edited for grammatical and spelling errors.
- Ability to work occasional evening hours during Foundation board meetings and Advancement-related events.
- Ability to maintain the confidentiality of sensitive and confidential information obtained while completing assignments.
- Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
- Ability to perform essential job functions outlined above.
Applicant must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires writing and reading written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 25 lbs. All individuals are required to perform essential functions with or without reasonable accommodation.
- Associates Degree or completion of equivalent college-level coursework.
- Two years’ progressively responsible, fast-paced office experience to include general office management, customer relations, and the need for a high degree of accuracy.
- Bachelor’s degree in Business, Education, Communications, or related field.
- Experience in a development/fundraising office environment.
- Experience simultaneously providing administrative assistance to multiple stakeholders.
This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.
In support of COCC’s EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.