JOB TITLE: Advancement and Foundation Coordinator LEVEL: 60 - Foundation Funded Position DEPARTMENT: Advancement CLASSIFICATION: Full-Time Classified
RESPONSIBLE TO: Executive Director of Advancement and UCC Foundation
GENERAL DESCRIPTION: The Advancement Coordinator provides office support for the Advancement Office and UCC Foundation, often handling time-sensitive and confidential information. This position interacts extensively with the public, particularly the UCC Foundation Board of Directors, investment managers, donors, as well as UCC employees. The position requires tact, sensitivity, good judgment, and problem-solving skills. An employee in this position is responsible for managing a donor database, The Raiser's Edge, and provides support to the Office of Advancement, the UCC Foundation, and the UCC Foundation's real estate holding company and management services company in an administrative capacity.
EXAMPLES OF DUTIES: Office Management
Manages the advancement office, which includes acting as the first point of contact for information, liaising with the advancement office, the UCC Foundation, and other departments, interacting with donors, board members, and the public. Supervises student workers occasionally.
Schedules UCC Foundation general and committee meetings (50+/year), records minutes at various meetings, distributes agendas and minutes, often reserving rooms and meals.
Performs routine functions such as processing mail, answering phones and directing calls, ordering supplies, preparing purchase orders, scheduling appointments, and processing travel requests and reimbursements.
Supervises maintenance and support of a donor database, The Raiser's Edge. Is responsible for development, maintenance, and upkeep of constituent data, gifts administration, data integrity, database content management, and generation of analytical reports and queries.
Processes gifts, enters pledges, and prepares appropriate reports for ED.
Files donor correspondence and pledge agreements electronically.
Generates and mails tax letters and pledge reminders.
Creates and maintains electronic donor files.
Develops and maintains an up-to-date protocol manual for database management.
Finance and Budget
Coordinates gift and payment processing, ensuring accuracy and compliance. Processes cash, checks, credit cards, in-kind, pledges, and matching gifts. Reconciles and processes employee payroll deductions with payroll department.
Monitors and processes purchase orders, supply orders, credit card payments, travel requests, staff development requests, mileage reimbursements, and expense vouchers.
Prepares budget reports for all accounts, including general fund accounts and UCC Foundation accounts, in collaboration with the Director of Operations.
Support for the Executive Director
Maintains ED's calendar, coordinates, arranges, and confirms meetings, and makes travel arrangements for ED.
Serves in a confidential capacity in assisting the ED in donor relations and personnel matters.
Gathers information, researches issues, prepares materials, and coordinates with other departments on projects as needed.
Assists in completion of grant applications.
Schedules and prepares ED and Director of Operations for meetings with donors and prospects.
Event Preparation and Planning
Manages reservations, setup and scheduling for meetings and special events, including food, location, supplies, equipment, and advertising.
Assists in preparation and planning for large-scale fundraising events.
Performs special assignments and duties within the scope and responsibility of the position as assigned by the Executive Director.
TYPICAL PHYSICAL DEMANDS AND WORK ENVIRONMENT:
Hearing voice conversation, sitting, standing, walking occurs in this job daily.
Duties are performed with frequent interruptions and/or distractions with fluctuating workload.
Bending, gripping hands & fingers, kneeling, lifting/carrying 0-52 pounds, reaching, stooping occurs regularly but not daily.
Operating passenger vehicle will occur within the work year. The applicant is required to be able to perform these tasks/movements with or without reasonable accommodations, or to otherwise demonstrate or explain how performance of these functions is possible.
KNOWLEDGE, SKILLS AND ABILITIES:
Self-motivated team player with the ability to meet deadlines, remain flexible, and adjust to changing priorities in a fast-paced environment.
Thorough knowledge of Microsoft software products, Windows networking environment, and email operations. Ability to update or learn new software programs.
Demonstrated ability to adjust to change.
Ability to coordinate multiple projects.
Ability to maintain confidentiality.
Exceptional skill in making decisions independently in accordance with policies and procedures.
Demonstrated ability for high level of organization, prioritizing, and logical reasoning to use established procedures/policies in making minor executive decisions.
Excellent public relations and telecommunications skills.
Proficient skill in operating a PC, printers, copiers, calculators, and various types of software, and ability to troubleshoot simple problems with computer software and hardware.
Ability to work with and be able to assist a wide variety of persons from all socio-economic and ethnic backgrounds.
Ability to work with minimum supervision and be part of an effective work team.
Associate degree or equivalent experience required.
Three years related work experience desired.
Demonstrated experience managing database complexities or software program required; The Raiser's Edge preferred.
Since its founding as a post-secondary education facility in 1964, Umpqua Community College has grown to 15,000 students who are enrolled in one or more classes each year. Umpqua Community College is one of the most picturesque colleges in the country, nestled between beautiful tree-studded hills and overlooking a large bend in the North Umpqua River. Natural volcanic rock and rustic, cedar shake... architecture grace the 14 campus buildings located on a 100-acre plot of land six miles north of Roseburg. Easy access to Interstate 5, exit 129, and mild year-around climate complement the scenic beauty of the campus.