Student Affairs

Foundation Operations & Database Coordinator

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Tacoma Community College

Tacoma, WA United States

Priority Consideration Date: September 22 2019

This position is responsible for the overall coordination and management of the administrative and support operations for Tacoma Community College’s Foundation Office. This position reports directly to the VP for College Advancement/Foundation Director.

The Foundation Operations and Data Base Coordinator serves as an integral part of the Foundation’s efforts to support the College in raising friends & funds for TCC.  This position works closely with the Director of Development and Fiscal Analyst in successfully managing resources directed toward the development efforts of the Foundation. This Position performs tasks that support the operations of the Foundation including gift processing, donor correspondence, event support and general clerical support for the Foundation. This position works with the Marketing Director to assess and execute the marketing needs for the Foundation. This position may also assist the VP for Advancement/Foundation Director and Foundation board president in board operational support as necessary.

This position is responsible for performing administrative and complex duties for the Foundation and acts as a point of contact for the Foundation to donors, friends of the college, administrators, faculty, staff, students and the public. This position collaborates with the Financial Aid Office Scholarship Coordinator for the marketing, posting, maintenance, and awarding of Foundation scholarships.

Office Operations

  • Manage the operations of the Foundation office consistent with the goals, objectives and policies established by the College and the Foundation.
  • Serve as the primary customer service point of contact for the Foundation to donors, college employees, students and the public; respond to inquiries and troubleshoot fiscal and administrative questions from all stakeholders.
  •   Provides confidential and complex support for VP for Advancement/Foundation Director and may include assistance with managing appointment calendar and scheduling meetings. Responsible for keeping the VP for Advancement/Foundation Director informed of significant items requiring review or action.
  • Distributes annual endowment fund reports and summaries.
  • Market, distribute, and collect Excellence Award nominations, and prepare data for the selection committee.
  • Track and maintain contact information of scholarship recipients in FR50 for alumni marketing.
  • Work on special projects, including presentations, and assist with Foundation special events such as scholarship auctions and annual fundraisers.
  • Provide general office support such as maintaining log books, ordering office supplies.
  • Proofread material, correct sentence structure, spelling, grammar and punctuation.
  • Assist with creating Outlook meeting requests, track responses, and reserve meeting rooms.
  • Assist event planner with coordination of set-up and tear down, recruitment of volunteers, event logistics, planning and follow-through.
  • Support event efforts through list creations, invitation mailings, managing rsvp’s, creating name tags and seating charts and other related duties as necessary.
  • Support campus events related to campus Foundation accounts. Manage credit card transactions at Athletic events (e.g. Golf Tournament and Hall of Fame), bi-annual student Clay Sale, Write in the Harbor, etc.
  • Coordinate with Marketing department in developing campus registration pages for online payments and targeted gift-in-kind forms (e.g. DMS conference, golf tournament, and Write in the Harbor); Ensure customer information for donation versus sales transactions are clear and nonprofit status information is used appropriately.

Donor Relations and Processing

  • Manage donor database and gift processing for the TCC Foundation.
  • Process donations using donor database software, reconcile incoming cash, checks and credit cards, and complete the bank deposit.
  • Manage and coordinate the Abila Fundraising software system.
  • Includes all inputting, receipting, tracking and coordinating of confidential donor information. Works in conjunction with the Fiscal Analyst to reconcile Abila FR 50 with Abila MIP.
  • Manage and coordinate correspondence generated for gift processing in a timely manner.
  • Establish and maintain electronic file systems.
  • Perform mail merge functions. Assist in the preparation and mailing of correspondence for acknowledgement of donations, pledges, gifts-in-kind, and other mailings.
  • Assist in the preparation, compilation, and coordination of reports and records.
  • Create queries and reports for event invitations, bi-annual ask campaigns, President’s Circle events, TCC magazine/Annual Report, etc. Develop additional reports to calculate tax allowable totals (e.g. fair market values).
  • Attend monthly Foundation committee and Board meetings and record/present relevant information as needed.
  • Provide information related to gift processing for annual audit preparation.

Scholarship Coordination and Accounting

  • Maintain and update donor scholarship agreements. Collaborate with Foundation Board to modify scholarship agreements to align with student population and needs.
  • Collaborate with Foundation Board to gather donor scholarship profiles and enter and maintain profiles in scholarship software.
  • Calculate annual scholarship awards according to scholarship agreements.
  • Enter scholarship awards and donor criteria in scholarship software, AcademicWorks.
  • Calculate and prepare annual scholarship award summary for scholarship donors and Foundation Board.
  • Educate students, staff/faculty and the community about Foundation Scholarships: develop presentations and co-facilitate student workshops, classroom presentations, high school counselor training sessions, faculty retreats, etc.
  • Support students through the application, awarding, and post-acceptance process.
  • Assist with multiple scholarship program timelines and assist with communicating/marketing deadlines to all on campus.
  • Assist students with writing thank you letters addressed to their donors; collect letters, and distribute packets including thank you letters, endowment reports, and event invitations.
  • Prepare donor and student information for event script, program, and PowerPoint (e.g. summaries donor scholarships, student names for each scholarship, student name pronunciation, etc.). Point of contact for faculty, staff, and volunteer reviewers.
  • Serve as liaison between the TCC Foundation and the Financial Aid Office scholarship coordinator. Provides accurate criteria and information for TCCF scholarships to the scholarship coordinator.
  • Co-chair of scholarship review committee.

Minimum Qualifications

  • Associate’s Degree from an accredited college or university.
  • Three years professional level experience as Administrative Assistant or Data Base Manager.
  • Advanced level proficiency with word processing, spreadsheet, database & related business management software; Microsoft Office preferred.
  • Must be able to organize and prioritize multiple projects and meet deadline with little supervision.
  • Must be able to work well under pressure with attention to detail and a high level of accuracy.
  • Must be able to effectively communicate with current and potential donors, board members and other TCCF staff.

Preferred Qualifications

  • Experience with fundraising and donor records systems.
  • Experience with donor management software.
  •   Experience with creating documents, queries, mail merges, labels and forms.
  • Demonstrated experience with donor development in higher education.
  • Advanced level research skills.

Conditions of Employment

  • Essential and marginal functions may require maintaining physical condition necessary for walking, standing or sitting for prolonged periods of time.
  • Ability to bend, stoop, and squat to file or retrieve files and event items; ability to push, pull, drag, lift and carry boxes and event items up to 40 pounds.
  • Ability to arrange tables and chairs for meetings.
  • Must have a valid driver’s license and vehicle to complete bank deposit.
  • Successfully pass a criminal history background check prior to employment.

The Successful Candidate Must Demonstrate

  • Strong interpersonal skills to interact with a diverse population and internal and external stakeholders.
  • Appreciation of diversity and the benefits of a commitment to cultural awareness and sensitivity in the workplace.
  • Experience working with diverse populations.
  • Demonstrated ability to work independently and as a member of a team. Experience managing multiple projects and programs.
  • Ability to establish and maintain positive working relationships with students, colleagues, donors and staff.
  • Ability to extract and record data and carry out calculations accurately.
  •   Excellent verbal and written communication skills.
  • Ethics and integrity.

Application Process

Complete application packages must include the following: 

1.     Tacoma Community College online application.

2.     Resume & cover letter describing how your educational background and experience align with the responsibilities and qualifications of this position.

3.     Copies of transcripts for all colleges and universities attended.

4.     Tacoma Community College is committed to creating and supporting a multi-cultural climate that welcomes, fosters, respects, and celebrates diversity.  Please attach a statement (maximum two pages) describing your experiences with other cultures and communities, your level of cultural self-awareness and how you have integrated both experience and self-awareness into your living/working environment.

Terms of Employment
This is a full time professional exempt position scheduled to work Monday through Friday 8:00 am to 5:00 pm, Summer hours are Monday through Thursday 7:00 am to 5:30 pm. Flexibility in scheduling is required to meet the needs of the department. The starting salary of this position is $54,000 to $57,000 annually DOE/DOQ. The salary will be prorated to reflect the actual number of contract days worked in the remainder of the year. Degrees must be from accredited colleges or universities recognized by the U.S. Department of Education and verified by National Student Clearinghouse.

Tacoma Community College values diversity and is an Equal Opportunity Employer and Educator

Tacoma Community College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). Provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following persons have been designated to handle inquiries regarding non-discrimination policies: Stephen Smith, Title II and Title IX, 253-566-5055; Dolores Haugen, Section 504 Officer, 253-566-6090. Tacoma Community College is a smoke-free/drug free environment. This recruitment announcement does not reflect the entire job description and can be changed and or modified without notice.


Requirements

  • Start Date: No Start Date
  • Education: Associates Degree Required
  • Work Experience: 2 - 4 years
  • Part/Full Time: Full-Time

Contact / Additional Information

Tacoma Community College
6501 S 19th St Bldg. 14, Tacoma WA  98466 
 www.tacomacc.edu/about/employment