Administrative Assistant Ii - Scholarships & Donor Relations

Salary: $2,034.87 Biweekly
Location : Holyoke, MA
Job Type: Full-time
Job Number: AFSCME-24-139
Division: Institutional Advancement
Opening Date: 12/08/2023
Closing Date: 12/29/2023 11:59 PM Eastern
Holyoke Community College is housed on a multi-million-dollar, 135-acre campus, equipped with state-of-the art technology in specialized learning facilities. HCC serves over 9,000 students annually, and provides a variety of recreational and cultural activities, from sports programs to music festivals, for students and community members alike. The college's strongest assets continue to be an innovative spirit, a sincere concern for students and a commitment to strive for even greater success. These are the values which have created a tradition of excellence spanning more than six decades, and which are enabling Holyoke Community College to meet today's challenges.
The Administrative Assistant II, Scholarships & Donor Relations manages the largest scholarship process among the Commonwealth's community colleges, ensuring data integrity and overseeing the application process. Reporting to the Manager of Donor Relations & Stewardship, this dynamic role collaborates with faculty, staff, students, and volunteers. Additionally, it provides critical support for advancement activities, including donor mailings and event assistance. General administrative and purchasing tasks for advancement are also handled by this position. Overall, the Administrative Assistant II plays a crucial role in scholarship management and supports various aspects of the advancement operation.
Scholarship Program Administration

• Manage and administer the scholarship process, ensuring a smooth application process each year.
• Acts as the main point of contact for technical execution of scholarship software, resolving issues and implementing solutions.
• Serve as the primary point of contact for students, faculty, staff, and the public, providing information and guidance on the scholarship process.
• Communicate professionally and promptly via email, phone, and in person with all faculty, staff, students, and volunteers.
• Ensure accuracy and integrity of scholarship fund data within the software, conducting pre-season data analysis and import.
• Set up and update newly established or revised scholarship funds in the system, coordinating with Advancement Services.
• Assist the Manager of Donor Relations with marketing strategies for promoting the scholarship season.
• Support students throughout the application process through various means like workshops, tabling, and presence in the Scholarship Resource Center.
• Work with Financial Aid and Business offices for financial need assessments and accurate reporting of recipients.
• Recruit, train, and support scholarship reviewers. Develops training materials via slide decks, Zoom, and in person workshops or meetings.
• Handle post-award documentation and payments for transfer scholarships to transfer institutions.
• Reconcile scholarship invoices and ensure proper distribution of funds.
• Conducts monthly monitoring of scholarship information on the HCC website, and serves as the main point of contact for scholarship information present on other campus information systems.
• Manage the scholarships@hcc.edu email inbox, responding to students, seeking support from colleagues, and maintaining helpful resources.
• Performs any other assigned duties as needed.

Donor Relations Support

• Assist with organizing the annual scholarship reception and Donor Relations events.
• Assist with creative ways to demonstrate impact of philanthropy to stakeholders including mailings, social media and digital content.
• Maintains the professional appearance of the Scholarship Resource Center.
• Performs all other duties as assigned.

Institutional Advancement Administrative Support

• Serves as the main point of contact for in-house mailings, handling accurate mailing lists, mail merges, printing coordination, and mailing supplies.
• Manages purchasing processes for advancement and Donor Relations, including initiating requisitions, preparing purchase orders, and tracking invoices.
• Handles travel arrangements, encumbrances, and expense reports for advancement staff.
• Maintains complete and organized physical and digital expenditure files for the College and Foundation.
• Provides backup support to the Staff Assistant to the Vice President for various administrative tasks.
• Assists with office supply management and daily mail pick-up and distribution.
• Performs any other assigned duties as needed.

REQUIRED:

• Three (3) years of work experience in nonprofits, higher education, development, alumni relations, marketing, public relations or similar work, or (A) equivalent part-time experience, or (B) any equivalent combination of the required experience and education;
• Experience with fundraising, contact management or other database software;
• Experience working with and supporting volunteers;
• High attention to detail and follow-up, and excellent organizational skills;
• Experience with writing and preparing professional communications;
• Ability to manage confidential information with discretion;
• Ability to work collegially and collaboratively in a team setting, as well as independently, demonstrating personal initiative;
• Ability to facilitate cooperative work with a diverse group of individuals;
• Flexibility and adaptability to new programs in an emerging and changing environment;
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment required.

*A comprehensive list of duties may be found at the Massachusetts Human Resources Division- Classification Specification under the "Administrative Assistant Series" series.
PREFERRED:

• Associate's Degree or higher;
• Experience with Award Spring and Raiser's Edge (Blackbaud) database systems;
• Experience with Thankview, GiveCampus, and Canva;
• Experience analyzing, investigating and solving database issues;
• Two years' experience in Donor Relations.

EQUIVALENCY STATEMENT: Applicants who do not meet the qualifications as stated above are encouraged to put in writing precisely how their background and experience have prepared them for the responsibilities of this position.
Full-time, AFSCME unit position
Funding Source: State
Hours: 37.5 hours per week
Biweekly salary: $2,034.87; Grade 17; plus a comprehensive State benefits package.
- All candidates must have legal authorization to work in the United States. HCC is not sponsoring H1B Visa.
- Pre-Employment Background check, including Criminal History will be conducted for all positions.
Holyoke Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College's Affirmative Action and/or Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.
HCC offers a wide range of employee benefits for employees working over 20 hours/week:
about our College.
01
Do you have at least three (3) years of work experience in nonprofits, higher education, development, alumni relations, marketing, public relations or similar work, or (A) equivalent part-time experience, or (B) any equivalent combination of the required experience and education?

• Yes
• No

02
Can you demonstrate experience in fundraising, contact management or other database software?

• Yes
• No

03
Have you demonstrated high attention to detail and follow up and excellent organizational skills?

• Yes
• No

04
Do you have experience with writing and preparing professional communications?

• Yes
• No

Required Question