Administrative Assistant II/Advancement Office

Title: Administrative Assistant II/Advancement Office

Salary: $37,944.00

Contract Term Length: 12 Months

Standard Hours: 37.5

Work Location: On-Site

FLSA Status: Non-Exempt

College: Southeast KY Community & Technical College

Campus Location: Southeast Cumberland C.C.

Department: Advancement

Total Rewards

Southeast KY Community & Technical College offers a competitive benefits package and an attractive work environment that supports excellence, innovation, and creativity, including:

• Exceptional health care, vision, and dental coverage for you and your family
• Tuition reimbursement/waiver for you, your spouse, and dependents
• 403(b) retirement plan: a 5% employee contribution receives a 10% employer match
• Vacation/Sick Time
• Work-Life Balance
• 9.5 Paid Holidays
• 2 Weeks Institutional Closing Pay (Last 2 weeks of December) for qualifying positions
• Employee Assistance Program

Job Summary

Provides comprehensive administrative, financial, and operational support for the Southeast Education Foundation and Office of Institutional Advancement, ensuring the effective management of foundation activities, donor records, gift processing, budgets, and board operations.

The position is responsible for maintaining accurate financial and donor data, supporting compliance and reporting requirements, coordinating events and community engagement initiatives, and contributing to the overall success of fundraising, advancement, and foundation objectives.

Job Duties:

Administrative Support
• Serve as administrative support to the Southeast Education Foundation and Office of Institutional Advancement.
• Support Foundation Board operations, including scheduling meetings, preparing agendas and materials, recording minutes, and coordinating board and committee activities.
• Maintain departmental calendars, schedule and confirm appointments and meetings, and coordinate travel arrangements as needed.
• Organize office operations and maintain office supply inventory.
• Assist with special projects, events, and initiatives as assigned.
• Serve on committees and work groups as assigned.
• Perform other administrative duties as assigned by the supervisor.

Budget & Financial Administration
• Manage department, endowment, and gift account budgets, including tracking expenditures and maintaining supporting documentation.
• Process financial documentation and transactions according to college, foundation, and audit requirements.
• Assist with financial reconciliations and maintenance of accurate fiscal records.

Gift Processing
• Oversee gift processing, including collection, recording, accounting, reconciliation, and reporting of charitable contributions using Blackbaud Raiser's Edge and Foundation QuickBooks systems.
• Prepare records and documentation for reports, audits, and compliance activities.

Donor Records & Database Management
• Maintain accurate electronic and paper donor records in coordination with the KCTCS System Office.
• Update, maintain, and audit donor database records.
• Generate reports, queries, mailing lists, and donor information as requested.
• Ensure confidentiality and integrity of donor data.

Events & Foundation Operations
• Assist with planning and execution of foundation, advancement, alumni, donor, and community engagement events.
• Coordinate event logistics, vendors, volunteers, registrations, communications, and post-event follow-up activities.
• Support special projects and initiatives that advance the mission of the Southeast Education Foundation and SKCTC.

Minimum Qualifications:

Associate's degree - business or general studies or equivalent. 

Preferred Qualifications:

Associate's degree - business or general studies or equivalent.

Additional Skills Requested:

Employee Rights - Employee Polygraph Protection Act

Equal Opportunity Employer - The Kentucky Community and Technical College System is an equal educational and employment opportunity institution.