Administrative Assistant III (Foundation Assistant)

Title: Administrative Assistant III (Foundation Assistant)

Salary Range: $$37,944 annually, $3,162 monthly

Contract Term Length: 12 Months

Standard Hours: 37.5

Work Location: On-Site

FLSA Status: Non-Exempt

College: West Kentucky Community & Technical College

Campus Location: West Ky. Technical College

Department: Institutional Advancement

Total Rewards

West Kentucky 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

The Foundation Assistant will manage the constituent database and provide administrative support to the Executive Director, Development Officer, Foundation Financial Officer, and the Foundation Board of Trustees.

Job Duties:

- Process and record all gifts and pledges accurately in the donor database; prepare timely acknowledgements.
- Maintain and update donor and constituent records with a high level of accuracy and confidentiality.
- Track pledges and generate reminders.
- Prepare deposits, check requests, and supporting financial documentation.
- Assist with reconciliation of gift records and financial reports.
- Maintain organized electronic and paper filing systems for donor and financial records.
- Coordinate Board of Trustees and committee meetings, including scheduling, materials, and logistics.
- Attend meetings, take official minutes, and prepare them for review and distribution.
- Prepare reports, correspondence, and mailings for donors, staff, and board members.
- Maintain and update mailing lists and assist with event communications.
- Support planning and execution of foundation events and donor activities.
- Monitor obituary notices and coordinate memorial gift processing.
- Order office supplies and support daily office operations.
- Ensure compliance with foundation policies, procedures, and confidentiality standards.
- Perform other duties as assigned to support foundation operations.

Minimum Qualifications:

- Associate’s degree in business administration, accounting, office systems, or a related field; or an equivalent combination of education and experience.
- Two (2) years of experience in administrative support, data entry, or office operations.
- Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
- Experience with database systems and accurate data entry.
- Basic knowledge of financial processes such as invoicing, deposits, or recordkeeping.
- Strong organizational skills and attention to detail.
- Effective written and verbal communication skills.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Ability to manage multiple tasks, meet deadlines, and work independently with minimal supervision. 

Preferred Qualifications:

- Bachelor’s degree in business, accounting, finance, communications, nonprofit management, or a related field.
- Experience in a college, university, or nonprofit foundation setting.
- Working knowledge of Raiser’s Edge NXT or similar donor database systems.
- Familiarity with basic accounting processes, reconciliations, and reporting.
- Experience supporting meetings, preparing materials, and taking minutes.

Additional Skills Requested:

- Strong organizational and time-management skills.
- High attention to detail and accuracy.
- Proficiency in Microsoft Office (Excel, Word, Outlook).
- Ability to work with databases and maintain accurate records.
- Effective written and verbal communication skills.
- Ability to maintain confidentiality and exercise discretion.
- Strong interpersonal skills and customer service orientation.
- Ability to prioritize tasks and meet deadlines.
- Problem-solving skills and sound judgment.
- Ability to work independently and as part of a team.

Employee Rights - Employee Polygraph Protection Act

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