TBR | The College System of Tennessee

Title: Administrative Specialist of JSCC Foundation

Job Summary

Under the supervision of the Executive Director of the Foundation, the Administrative Specialist provides administrative, operational, and programmatic support for donor relations, stewardship, as well as Foundation and Marketing activities. This position is responsible coordinating administrative functions, records management, reporting, and assisting with events to ensure effective day to day operations of the Foundation and Marketing Departments.

Job Duties

Donor Relations/Stewardship 

• Assist with managing donor database ensuring data integrity and database optimization 
• Responsible for gift processing and donor acknowledgement
  • Ensures donors are acknowledged and recognized to strengthen their financial support for the college.
  • Responsible for the development, review and control of all gift acknowledgments, including receipts, thank you letters, pledge statements and donor reports. 
• Assists with managing a successful and integrated donor relations program that strategically targets all levels of giving as defined by the Foundation team.
  • Plan and execute stewardship efforts (photo opportunities, events, mailings, etc.).
  • Works closely with Foundation trustees and staff to demonstrate the impact of philanthropy to donors by arranging meaningful and memorable experiences with funding recipients as appropriate. 
  • Helps create innovative programs and projects to thank and steward donors; identifying creative and effective mediums to recognize the impact of corporate and individual support. 
• Work closely with Foundation team to provide timely and accurate donor reports for prospecting and stewardship Student Support 
• Under the supervision of the Executive Director, assist with the management/administration of all foundation scholarships including donor and recipient communication (i.e. reports to donors, thank you letters, student testimonials, etc.).
• Support club/department administrative needs for fundraising. Work with Accounting to establish new funds, process expenses, provide reports. Setup unique donation pages for gifts. 
• Help manage and develop student resource deployment and other student programs helping track outcomes and providing donor feedback (grantors and individual donors). 
• Collaborates with other departments to successfully streamline getting support to students.

Administrative/Programs/Events 

• Manages administrative functions of the Foundation and Communications and Marketing departments to include: processing invoices for payment, purchase orders, reconciling credit card statements, travel requests, reimbursements, monitoring office supplies, etc. 
• Correspondence by phone, in-person, or electronically with internal and external constituents, including senior officials. 
• Serve as Board of Trustees administrative Liaison (meeting reminders and scheduling, preparing agenda and board materials, taking minutes, other) 
• Supports all fundraising-related and celebratory events. 
• Ensures special events are communicated to executive leadership, board members, officials and invited guests. 
• Maintains Foundation web page and helps support social media efforts.

Performance Metrics 

• Tracks donor relations and stewardship activities in the established databases to enhance relationships and increase the likelihood of continued contributions.
• Compile data analytics to achieve higher retention rates and donor satisfaction. 
• Tracking metrics to assess the current engagement and activity of donors to determine which efforts have the greatest business impact. • Create reports via CRM software to assist in analyzing performance metrics and increase stewardship. 
• Help determine types of data, forms, records or methods to be utilized and compile information for monthly, quarterly, and annual reports.

Other Duties 

• Performs additional duties as assigned 

Minimum Qualifications

• Associate’s degree from a regionally accredited institution.
• 2 years of related experience in administrative support roles, customer service, event planning, marketing, communications or other applicable field.

Preferred Qualifications

• Bachelor’s Degree in business administration, marketing and communications, or a related field.
• Experience in higher education fundraising, donor relations and/or alumni engagement
• 2+ years of related experience in advancement, donor relations, and/or fundraising
• Experience with fundraising or CRM software (such as Blackbaud)
• Experience managing large events
• Experience with marketing or communication strategies
• Familiarity with database management systems.

Knowledge, Skills, and Abilities

• Ability to effectively analyze data and inquiries, think critically, and make appropriate decisions
• Strong written and verbal communication skills
• Ability to manage multiple projects and deadlines simultaneously
• Effective organizational and time management skills
• Ability to work as part of a team or work alone without close supervision
• Strong interpersonal and relationship-building skills
• Proficiency in Microsoft Office suite

Physical Demands / Working Conditions

• Prolonged periods of sitting at a desk and working on a computer
• Prolonged periods of standing at times
• Prolonged screen time
• Must be able to lift up to 25 pounds at times
• Repetitive Movement

Pay Rate:  $35,771 - $42,925 (Annual salary depending on eligible experience, which is defined by the current compensation plan.)

Position Close Date:  Open until filled

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.