Administrative Assistant III

Title: Administrative Assistant III

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 Kentucky Community & 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

Provides complex administrative support to a department or group of professionals in support of unit goals.

Job Duties:

Gift and Donor Record Management
o Record, process, and acknowledge all gifts and pledges in the Raiser’s Edge database in a timely and accurate manner.
o Enter additions, changes, and corrections to donor and constituent records daily with a high degree of accuracy.
o Prepare gift reports and monthly reconciliations for review.
o Track and maintain pledge records, generate pledge reminders, and monitor delinquent pledges.
o Maintain donor filing systems (electronic and paper) and donor confidentiality at all times.
o Coordinate mailings, invitations, and special communications with donors and stakeholders.

Financial and Clerical Support
o Assist with preparing deposits, processing check requests, and maintaining accurate financial records for gifts, scholarships, and restricted funds.
o Support reconciliation of gift and accounting records between the Foundation and college business office.
o Prepare invoices, deposit summaries, and financial documentation for monthly and quarterly reporting.
o Provide clerical support in maintaining vendor files, budget tracking spreadsheets, and purchase orders.
o Assist in compiling information for the Foundation’s annual audit, financial statements, and reports.

Board and Committee Support
o Coordinate logistics for Foundation Board of Trustees meetings and committee sessions, including scheduling, catering, and materials preparation.
o Attend board and committee meetings, take official minutes, and prepare them for Executive Director review.
o Maintain records of board membership, terms, and attendance, and submit board member lists to the Kentucky Secretary of State as required by law.

Additional Responsibilities:
o Schedules logistics and secures resources for meetings, conferences, travel, and department operations.
o Serves as a first point of contact for individuals and groups, greets arrivals, and provides organizational information.
o Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums.
o Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision.
o Maintains organization and updates physical and electronic records related to work operations according to established policies and procedures.

Minimum Qualifications:

- Associates degree.
- 3-4 years of relevant experience 

Additional Skills Requested:

- Strong organizational and time-management skills with the ability to manage multiple priorities.
- High attention to detail and accuracy in data entry, financial processing, and record maintenance.
- Proficiency in Microsoft Office (Excel, Word, Outlook) and comfort working in donor databases such as Raiser’s Edge.
- Ability to maintain strict confidentiality with donor and financial information.
- Excellent written and verbal communication skills for professional correspondence, reports, and meeting minutes.
- Strong interpersonal skills to work effectively with staff, donors, board members, and community partners.
- Ability to interpret and follow policies, procedures, and donor intent accurately.
- Sound judgment and discretion when making decisions or handling sensitive information.
- Ability to work independently with minimal supervision while also functioning well as part of a team.
- Adaptability and flexibility to adjust to shifting priorities and changing needs.
- Problem-solving skills with the ability to recognize issues and take appropriate action.
- Ability to plan and coordinate meetings, events, and logistical details effectively.

Employee Rights - Employee Polygraph Protection Act

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