Hagerstown Community College
Advancement Operations Coordinator
Hagerstown Community College - Hagerstown, Maryland, us, 21749
Work at Hagerstown Community College
Overview
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Overview
Description
Summary Statement
The Advancement Operations Coordinator performs a wide variety of operational and administrative tasks for the Office of College Advancement. This position requires the ability to be discreet and maintain confidentiality of information.
Application requirement:
Please include a cover letter with the application.
Organizational Relationships
A. The Advancement Operations Coordinator reports directly and is responsible to the Senior Director, and supports the Senior Director, Coordinator of Alumni Relations, Development Coordinator, Director of Grants, Development and Communications Coordinator, the Hagerstown Community College Foundation Board, Volunteer Corp, and the Alumni Association Board. This position requires only general supervision.
B. The Advancement Operations Coordinator coordinates most closely with the Senior Director, Coordinator of Alumni Relations, Development Coordinator, Director of Grants, Development and Communications Coordinator, President's Executive Office Associate, Administration and Finance Office, Finance Office, Student Financial Aid Office, Office of Admissions and Enrollment Management, faculty and staff. In addition, regular contact is maintained with HCC Foundation board members, alumni, HCC Alumni Association Board members, donors, volunteers, students/parents, and business community leaders.
Duties
A. Provides direct operational functions, such as database management and gift processing, and administrative support for the College Advancement Office;
B. Responsible for entering and processing gifts, pledges, and payments in Raiser's Edge; prepares deposits and fund transfers, and coordinates with Finance;
C. Responsible for reconciling Foundation Board monthly statements, the Alumni Association and College Advancement's General Ledger Trial Balance cash accounts;
D. Prepares check requests, purchase orders, invoices, and pledge reminders;
E. Responsible for compiling and creating campaign reports from the Raiser's Edge system and General Ledger as requested;
F. Participates in annual audit by preparing reports and materials;
G. Maintains and regularly updates donor and prospect records and mailing lists in Raiser's Edge, ensuring accuracy, consistency, and good data hygiene;
H. Responsible for preparing tax receipts/acknowledgment letters in a timely manner;
I. Assists with College Advancement event logistics, including creating mailing lists, tracking event payments and reservations in Raiser's Edge, and preparing volunteer reports;
J. Serves as the primary contact for the Foundation Scholarship Application; maintains and customizes the application and award amounts in the Award Management system; responds to student and parent inquiries; manages recipient records and thank you letters; updates award communications; and coordinates with the Financial Aid Office to ensure proper disbursement;
K. Utilizes Award Management to reallocate scholarships when revocations occur;
L. Supports Foundation Board and committee meetings as an ex officio member; prepares meeting materials and records minutes and attendance;
M. Prepares requests for Digital Printing & Design, room reservations, Learning Technology, Food Services, Campus Security, and Facilities for meetings and events; ensures event setup and cleanup;
N. Organizes and maintains event supplies; keeps supply areas stocked and inventoried; manages office supply orders;
O. Responsible for preparing and distributing bulk mailings, as needed;
P. Other duties as assigned by the Senior Director of College Advancement.
Requirements
EDUCATION AND EXPERIENCE
Bachelor's degree in a related field preferred or the willingness to work towards a bachelor's degree if hired; 2-3 years' experience of a progressively more responsible nature; database experience necessary, or any combination of experience and training which provides the required knowledge, skills, and abilities. Experience working in nonprofit organizations preferred.
SKILLS AND ABILITIES
Primary duty includes the exercise of discretion and independent judgment with respect to matters of significance; excellent interpersonal and organizational skills; ability to work with independence in dealing with the diverse elements of the academic and non-profit environments; communicate effectively both orally and in writing; ability to use spreadsheets and specialized software; knowledge of Microsoft Office products (Word, Excel, Access, and PowerPoint) and other job-specific database programs including a variety of prospect research online research tools, Raiser's Edge and Award Management experience preferred; versatility with tasks is required. This position requires absolute confidentiality and professionalism.
WORKING ENVIRONMENT
Normal office environment. Must be available to work a flexible schedule, including multiple evenings and weekends as needed throughout the year for various activities and events.
Summary Statement
The Advancement Operations Coordinator performs a wide variety of operational and administrative tasks for the Office of College Advancement. This position requires the ability to be discreet and maintain confidentiality of information.
Application requirement:
Please include a cover letter with the application.
Organizational Relationships
A. The Advancement Operations Coordinator reports directly and is responsible to the Senior Director, and supports the Senior Director, Coordinator of Alumni Relations, Development Coordinator, Director of Grants, Development and Communications Coordinator, the Hagerstown Community College Foundation Board, Volunteer Corp, and the Alumni Association Board. This position requires only general supervision.
B. The Advancement Operations Coordinator coordinates most closely with the Senior Director, Coordinator of Alumni Relations, Development Coordinator, Director of Grants, Development and Communications Coordinator, President's Executive Office Associate, Administration and Finance Office, Finance Office, Student Financial Aid Office, Office of Admissions and Enrollment Management, faculty and staff. In addition, regular contact is maintained with HCC Foundation board members, alumni, HCC Alumni Association Board members, donors, volunteers, students/parents, and business community leaders.
Duties
A. Provides direct operational functions, such as database management and gift processing, and administrative support for the College Advancement Office;
B. Responsible for entering and processing gifts, pledges, and payments in Raiser's Edge; prepares deposits and fund transfers, and coordinates with Finance;
C. Responsible for reconciling Foundation Board monthly statements, the Alumni Association and College Advancement's General Ledger Trial Balance cash accounts;
D. Prepares check requests, purchase orders, invoices, and pledge reminders;
E. Responsible for compiling and creating campaign reports from the Raiser's Edge system and General Ledger as requested;
F. Participates in annual audit by preparing reports and materials;
G. Maintains and regularly updates donor and prospect records and mailing lists in Raiser's Edge, ensuring accuracy, consistency, and good data hygiene;
H. Responsible for preparing tax receipts/acknowledgment letters in a timely manner;
I. Assists with College Advancement event logistics, including creating mailing lists, tracking event payments and reservations in Raiser's Edge, and preparing volunteer reports;
J. Serves as the primary contact for the Foundation Scholarship Application; maintains and customizes the application and award amounts in the Award Management system; responds to student and parent inquiries; manages recipient records and thank you letters; updates award communications; and coordinates with the Financial Aid Office to ensure proper disbursement;
K. Utilizes Award Management to reallocate scholarships when revocations occur;
L. Supports Foundation Board and committee meetings as an ex officio member; prepares meeting materials and records minutes and attendance;
M. Prepares requests for Digital Printing & Design, room reservations, Learning Technology, Food Services, Campus Security, and Facilities for meetings and events; ensures event setup and cleanup;
N. Organizes and maintains event supplies; keeps supply areas stocked and inventoried; manages office supply orders;
O. Responsible for preparing and distributing bulk mailings, as needed;
P. Other duties as assigned by the Senior Director of College Advancement.
Requirements
EDUCATION AND EXPERIENCE
Bachelor's degree in a related field preferred or the willingness to work towards a bachelor's degree if hired; 2-3 years' experience of a progressively more responsible nature; database experience necessary, or any combination of experience and training which provides the required knowledge, skills, and abilities. Experience working in nonprofit organizations preferred.
SKILLS AND ABILITIES
Primary duty includes the exercise of discretion and independent judgment with respect to matters of significance; excellent interpersonal and organizational skills; ability to work with independence in dealing with the diverse elements of the academic and non-profit environments; communicate effectively both orally and in writing; ability to use spreadsheets and specialized software; knowledge of Microsoft Office products (Word, Excel, Access, and PowerPoint) and other job-specific database programs including a variety of prospect research online research tools, Raiser's Edge and Award Management experience preferred; versatility with tasks is required. This position requires absolute confidentiality and professionalism.
WORKING ENVIRONMENT
Normal office environment. Must be available to work a flexible schedule, including multiple evenings and weekends as needed throughout the year for various activities and events.