Address
Form of workPosting Details
Posting Summary
Working Title
Administrative Assistant
Role Title
Admin and Office Spec III
Role Code
19013-SW
FLSA
Nonexempt
Pay Band
03
Position Number
287R0048
Agency
Mountain Gateway Community College
Division
Mountain Gateway Community College (Div)
Work Location
Alleghany - 005
Hiring Range
$31,886 to $40,000
Emergency/Essential Personnel
No
EEO Category
F-Admin Supp
Full Time or Part Time
Full Time
Does this position have telework options? -Telework options are subject to change based on business needs-
Does this position have a bilingual or multilingual skill requirement or preference?
Work Schedule
TBD
Sensitive Position
No
Job Description
Mountain Gateway Community College (MGCC) is a two-year public institution of higher education and one of 23 community colleges in Virginia. The college is supported by the Commonwealth of Virginia; the counties of Alleghany, Bath, Botetourt (northern portion) and Rockbridge; the cities of Buena Vista, Covington, and Lexington; and the town of Clifton Forge. MGCC provides opportunities for the extension of knowledge, skills and personal enrichment in an environment that maintains high academic standards and respect for each individual. The college strives to keep programs and services financially and geographically accessible for all students. Credit and non-credit courses are offered to meet life-long learning needs. On-site and distance learning options incorporate up-to-date technologies.
This position will serve as the educational foundation's first point of contact. MGCC is seeking a candidate who can maintain confidentiality, work independently, pay attention to detail, prioritize to meet deadlines, organize, and complete tasks with limited oversight and independent judgment. This position is primarily responsible for completing office support procedures and administrative tasks as assigned by the Executive Director.
Responsibilities include:
Responsible for accurate daily data entry and maintenance of constituent records.
Updates donor and prospect records to ensure accuracy (address changes, obituaries).
Responsible for bi-weekly deposit and corresponding report.
Processes all gifts and gift acknowledgement letters for signature (within 48 hours of receipt)
Processes pledge reminders, and receipts.
Enters and tracks all donor gifts and pledges.
Produces and mails monthly pledge reminders.
Records gifts on donor records in accordance with payroll deduction report received from the Finance Office.
Monitors and processes all gifts made via the Foundation's online giving site.
Maintains an appropriate record keeping system for completed acknowledgement letters.
Prepares monthly reports ensuring reconciliation by the 5th day of the following month and provides copy to Executive Director.
Supports the development of donor appeals and/or acquisition mailings.
Answers and screens calls, visitors and mail received by the Foundation.
Assist Director with scholarship application process - preparation of scholarship applications, award preparations, notices, contracts, etc.
Assists with special events as needed.
Supports the Student Emergency Fund application review and selection process in collaboration with Review Committee. Communicates with applicants, documents all information, and initiates check requests.
Provide support for external grant solicitation, tracking, and management process.
Prepares packets for Board and Committee meetings.
Maintains electronic versions of all official documents.
Records Board and Committee meeting minutes and prepares drafts for review by Executive Director.
Coordinates meetings and all arrangements (meals, room reservations, supplies, etc.) of the Foundation Board and Committees.
Sends notices or invitations to board members and invited guests; maintains a response list to ensure adequate preparations.
Manages Executive Director's calendar and coordinates all meetings.
Answers and screens calls, visitors and mail received by the Foundation.
Processes all invoices and departmental transfers.
Reviews, and codes all department payment invoices, purchase orders and funding requests for Executive Director's signature.
Orders office supplies and materials within budgeted allocations.
Maintains Foundation's filing systems, policies, and procedures manuals.
Performs all other duties as assigned.
Special Assignments
May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.
KSA's/Required Qualifications
Candidate should possess excellent Microsoft applications knowledge in Word, Excel, Outlook,
PowerPoint
Subject matter expert of QuickBooks and accounting procedures
Knowledge of event planning and support
Customer service experience
Ability to work with minimum supervision while being responsive to guidance
Efficient written and verbal communication skills
Excellent interpersonal, problem solving and decision-making skills
Excellent organizational skill
Demonstration of time management skills
Positive, outgoing, and friendly attitude
Additional Considerations
Accounting experience
Experience in donor database
Operation of a State Vehicle
No
Supervises Employees
No
Required Travel
some travel is required for off-campus meetings and training
Posting Detail Information
Posting Number
CLS_2901P
Recruitment Type
General Public - G
Number of Vacancies
1
Position End Date (if temporary)
Job Open Date
03/21/2024
Job Close Date
04/08/2024
Open Until Filled
Agency Website
www.mgcc.edu/jobs
Contact Name
Email
Phone Number
Special Instructions to Applicants
In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth's Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155
Additional Information
Background Check Statement Disclaimer
The selected candidate's offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth's Statement of Economic Interest. For more information, please follow this link: http://ethics.dls.virginia.gov/
EEO Statement
The Virginia Community College System, an EEO employer, welcomes applications from people of all backgrounds and recognizes the benefits of a diverse workforce. Therefore, the VCCS is committed to providing a work environment free of discrimination and harassment. Employment decisions are based on business needs, job requirements and individual qualifications. We prohibit discrimination and harassment on the basis of race, color, religion, sex, national origin, age, sexual orientation, mental or physical disabilities, political affiliation, veteran status, gender identity, or other non-merit factors.
ADA Statement
The VCCS is an EOE and Affirmative Action Employer. In compliance with the Americans with Disabilities Acts (ADA and ADAAA), VCCS will provide, if requested, reasonable accommodation to applicants in need of access to the application, interviewing and selection processes.
E-Verify Statement
VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.
Quicklink for Posting
https://jobs.vccs.edu/postings/71701
Posting Summary
Working Title
Administrative Assistant
Role Title
Admin and Office Spec III
Role Code
19013-SW
FLSA
Nonexempt
Pay Band
03
Position Number
287R0048
Agency
Mountain Gateway Community College
Division
Mountain Gateway Community College (Div)
Work Location
Alleghany - 005
Hiring Range
$31,886 to $40,000
Emergency/Essential Personnel
No
EEO Category
F-Admin Supp
Full Time or Part Time
Full Time
Does this position have telework options? -Telework options are subject to change based on business needs-
Does this position have a bilingual or multilingual skill requirement or preference?
Work Schedule
TBD
Sensitive Position
No
Job Description
Mountain Gateway Community College (MGCC) is a two-year public institution of higher education and one of 23 community colleges in Virginia. The college is supported by the Commonwealth of Virginia; the counties of Alleghany, Bath, Botetourt (northern portion) and Rockbridge; the cities of Buena Vista, Covington, and Lexington; and the town of Clifton Forge. MGCC provides opportunities for the extension of knowledge, skills and personal enrichment in an environment that maintains high academic standards and respect for each individual. The college strives to keep programs and services financially and geographically accessible for all students. Credit and non-credit courses are offered to meet life-long learning needs. On-site and distance learning options incorporate up-to-date technologies.
This position will serve as the educational foundation's first point of contact. MGCC is seeking a candidate who can maintain confidentiality, work independently, pay attention to detail, prioritize to meet deadlines, organize, and complete tasks with limited oversight and independent judgment. This position is primarily responsible for completing office support procedures and administrative tasks as assigned by the Executive Director.
Responsibilities include:
Responsible for accurate daily data entry and maintenance of constituent records.
Updates donor and prospect records to ensure accuracy (address changes, obituaries).
Responsible for bi-weekly deposit and corresponding report.
Processes all gifts and gift acknowledgement letters for signature (within 48 hours of receipt)
Processes pledge reminders, and receipts.
Enters and tracks all donor gifts and pledges.
Produces and mails monthly pledge reminders.
Records gifts on donor records in accordance with payroll deduction report received from the Finance Office.
Monitors and processes all gifts made via the Foundation's online giving site.
Maintains an appropriate record keeping system for completed acknowledgement letters.
Prepares monthly reports ensuring reconciliation by the 5th day of the following month and provides copy to Executive Director.
Supports the development of donor appeals and/or acquisition mailings.
Answers and screens calls, visitors and mail received by the Foundation.
Assist Director with scholarship application process - preparation of scholarship applications, award preparations, notices, contracts, etc.
Assists with special events as needed.
Supports the Student Emergency Fund application review and selection process in collaboration with Review Committee. Communicates with applicants, documents all information, and initiates check requests.
Provide support for external grant solicitation, tracking, and management process.
Prepares packets for Board and Committee meetings.
Maintains electronic versions of all official documents.
Records Board and Committee meeting minutes and prepares drafts for review by Executive Director.
Coordinates meetings and all arrangements (meals, room reservations, supplies, etc.) of the Foundation Board and Committees.
Sends notices or invitations to board members and invited guests; maintains a response list to ensure adequate preparations.
Manages Executive Director's calendar and coordinates all meetings.
Answers and screens calls, visitors and mail received by the Foundation.
Processes all invoices and departmental transfers.
Reviews, and codes all department payment invoices, purchase orders and funding requests for Executive Director's signature.
Orders office supplies and materials within budgeted allocations.
Maintains Foundation's filing systems, policies, and procedures manuals.
Performs all other duties as assigned.
Special Assignments
May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.
KSA's/Required Qualifications
Candidate should possess excellent Microsoft applications knowledge in Word, Excel, Outlook,
PowerPoint
Subject matter expert of QuickBooks and accounting procedures
Knowledge of event planning and support
Customer service experience
Ability to work with minimum supervision while being responsive to guidance
Efficient written and verbal communication skills
Excellent interpersonal, problem solving and decision-making skills
Excellent organizational skill
Demonstration of time management skills
Positive, outgoing, and friendly attitude
Additional Considerations
Accounting experience
Experience in donor database
Operation of a State Vehicle
No
Supervises Employees
No
Required Travel
some travel is required for off-campus meetings and training
Posting Detail Information
Posting Number
CLS_2901P
Recruitment Type
General Public - G
Number of Vacancies
1
Position End Date (if temporary)
Job Open Date
03/21/2024
Job Close Date
04/08/2024
Open Until Filled
Agency Website
www.mgcc.edu/jobs
Contact Name
Phone Number
Special Instructions to Applicants
In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth's Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155
Additional Information
Background Check Statement Disclaimer
The selected candidate's offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth's Statement of Economic Interest. For more information, please follow this link: http://ethics.dls.virginia.gov/
EEO Statement
The Virginia Community College System, an EEO employer, welcomes applications from people of all backgrounds and recognizes the benefits of a diverse workforce. Therefore, the VCCS is committed to providing a work environment free of discrimination and harassment. Employment decisions are based on business needs, job requirements and individual qualifications. We prohibit discrimination and harassment on the basis of race, color, religion, sex, national origin, age, sexual orientation, mental or physical disabilities, political affiliation, veteran status, gender identity, or other non-merit factors.
ADA Statement
The VCCS is an EOE and Affirmative Action Employer. In compliance with the Americans with Disabilities Acts (ADA and ADAAA), VCCS will provide, if requested, reasonable accommodation to applicants in need of access to the application, interviewing and selection processes.
E-Verify Statement
VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.
Quicklink for Posting
https://jobs.vccs.edu/postings/71701
