Part-Time: Foundation Administrative Assistant

• Foundation and Donor Support Assist with donor data entry and maintenance of donor records, contact information, gifts, pledges, and stewardship activities. Prepare and maintain accurate records related to donations, sponsorships, scholarships, and Foundation activities. Track donor correspondence, acknowledgments, and follow-up actions to ensure timely stewardship and engagement. Assist with the preparation of donor reports, mailing lists, prospect information, and fundraising materials. Support donor cultivation and stewardship activities as directed.
• Assist with donor data entry and maintenance of donor records, contact information, gifts, pledges, and stewardship activities.
• Prepare and maintain accurate records related to donations, sponsorships, scholarships, and Foundation activities.
• Track donor correspondence, acknowledgments, and follow-up actions to ensure timely stewardship and engagement.
• Assist with the preparation of donor reports, mailing lists, prospect information, and fundraising materials.
• Support donor cultivation and stewardship activities as directed.
• Gift Processing and Financial Coordination Assist with the processing, tracking, and documentation of gifts, pledges, sponsorships, and contributions. Coordinate with Finance and Accounting staff to ensure accurate recording, reconciliation, and reporting of gifts and Foundation transactions. Maintain records supporting Foundation financial activities and donor reporting. Assist in preparing documentation necessary for audits, reporting requirements, and Foundation reviews.
• Assist with the processing, tracking, and documentation of gifts, pledges, sponsorships, and contributions.
• Coordinate with Finance and Accounting staff to ensure accurate recording, reconciliation, and reporting of gifts and Foundation transactions.
• Maintain records supporting Foundation financial activities and donor reporting.
• Assist in preparing documentation necessary for audits, reporting requirements, and Foundation reviews.
• Administrative Support Provide administrative support to the Vice President of Advancement & Communications and Institutional Advancement staff. Prepare correspondence, reports, meeting materials, presentations, and other documents as assigned. Schedule meetings, maintain calendars, coordinate appointments, and assist with meeting logistics. Maintain organized electronic and physical filing systems. Answer phones, respond to inquiries, and provide excellent customer service to donors, alumni, community partners, faculty, staff, and students.
• Provide administrative support to the Vice President of Advancement & Communications and Institutional Advancement staff.
• Prepare correspondence, reports, meeting materials, presentations, and other documents as assigned.
• Schedule meetings, maintain calendars, coordinate appointments, and assist with meeting logistics.
• Maintain organized electronic and physical filing systems.
• Answer phones, respond to inquiries, and provide excellent customer service to donors, alumni, community partners, faculty, staff, and students.
• Event and Foundation Board Support Assist with planning and execution of Foundation events, donor recognition activities, scholarship programs, fundraising initiatives, and community engagement events. Support Foundation Board meetings by assisting with agendas, meeting materials, attendance records, and logistics. Assist with event registration, guest communications, and event follow-up activities. Support advancement and fundraising initiatives as assigned.
• Assist with planning and execution of Foundation events, donor recognition activities, scholarship programs, fundraising initiatives, and community engagement events.
• Support Foundation Board meetings by assisting with agendas, meeting materials, attendance records, and logistics.
• Assist with event registration, guest communications, and event follow-up activities.
• Support advancement and fundraising initiatives as assigned.
• Data Management and Reporting Maintain confidential donor, financial, and Foundation records. Generate reports and spreadsheets related to donor activity, event participation, and Foundation operations. Ensure data accuracy and integrity within Foundation databases and tracking systems. Assist with data cleanup and record maintenance projects.
• Maintain confidential donor, financial, and Foundation records.
• Generate reports and spreadsheets related to donor activity, event participation, and Foundation operations.
• Ensure data accuracy and integrity within Foundation databases and tracking systems.
• Assist with data cleanup and record maintenance projects.

• High School Diploma or GED required.
• Minimum of ten (10) years of progressively responsible administrative support experience.
• Demonstrated experience managing confidential information and maintaining accurate records.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.

• Associate's degree or higher.
• Experience working in higher education, nonprofit organizations, institutional advancement, fundraising, donor relations, finance, accounting, or related fields.
• Experience supporting executive leadership, boards, committees, or fundraising initiatives.
• Experience working with donor databases, CRM systems, or financial tracking systems.

• Excellent organizational and administrative skills.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality regarding donor, financial, and institutional information.
• Strong customer service and interpersonal skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Ability to work independently and as part of a team.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong problem-solving and follow-up skills.
• Ability to interact professionally with donors, board members, community leaders, faculty, staff, and students.

• Ability to sit, stand, and walk for extended periods.
• Ability to lift and carry materials weighing up to 25 pounds.
• Ability to travel between campus locations and event venues as needed.

• Up to 25 hours per week.
• Schedule may vary based on Foundation activities, donor events, Board meetings, and departmental needs. Occasional evening or weekend hours may be required to support Foundation and College events.

The intent of this job description is to provide a representation of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total specific duties and responsibilities of any particular position.

Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Candidates who are called for an interview must notify Human Resources in writing at least five (5) days in advance of any reasonable accommodation needed prior to the date of the interview.

First consideration will be given to current Southwest Tennessee Community College employees who meet the minimum qualifications for the position.

In order to be considered for the position, the following items must be uploaded:

• Resume
• Cover letter
• Unofficial Transcripts

A summary of our benefits can be found below:

https://www.southwest.tn.edu/hr/benefits-overview.php

Incomplete applications will not be considered.

The TBR does not discriminate on the basis of race, color, religion, creed, ethnicity, or national origin, sex, disability, age, status as a protected veteran or any other class protected by Federal or State laws and regulations and by Tennessee Board of Regents policies with respect to employment, programs, and activities.

The following person has been designated to handle inquiries regarding nondiscrimination policies: LeVetta Hudson, Vice President of People & Culture, myhr@southwest.tn.edu, 737 Union Ave, Memphis, TN 38103, 901-333-5000.

See the full non-discrimination policy .