Advancement & Marketing Assistant/Administrative Assistant II

Title: Advancement Assistant/Administrative Assistant II

Salary: $37,000

Contract Term Length: 12 Months

Standard Hours: 37.50

Work Location: Discretionary Hybrid

FLSA Status: Non-Exempt

College: Gateway Community & Technical College

Campus Location: Gateway Boone

Department: Advancement

Total Rewards

Gateway 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 Advancement Assistant provides essential administrative and operational support to the Advancement team. This role helps manage calendars and communications, supports donor engagement activities, and assists in producing high-quality donor materials and stewardship efforts that advance the college’s mission.

Job Duties:

Administrative & Office Support:

• Manage calendars for the Advancement team, including scheduling donor meetings, appointments, and internal check-ins.
  
• Coordinate meetings with donors, board members, and community partners, confirming details and logistics.
  
• Take clear, organized notes during meetings and share action items and follow-ups.
  
• Perform general office tasks, including scanning, copying, filing, and organizing donor and foundation documents.
  

Donor Communications & Mailings:

• Assist with the preparation and coordination of donor communications, including letters, emails, acknowledgments, and stewardship materials.
  
• Manage donor mailings, including printing, assembling, and coordinating distribution.
  
• Support the creation and organization of donor newsletters and impact reports.
  
• Ensure timely and accurate donor correspondence aligned with Advancement standards and tone.
  

Gift Processing & Records:

• Assist with receipting and acknowledgment of gifts in a timely and accurate manner.
  
• Support data entry and maintenance in donor databases (e.g., Raiser's Edge or similar systems).
  
• Help track donor activity, pledges, and giving history to support reporting and relationship management.
  

Event & Donor Engagement Support:

• Assist with planning and coordination of Advancement events, including donor stewardship events, board meetings, and fundraising activities.
  
• Support event logistics such as invitations, RSVP tracking, materials preparation, and day-of coordination.
  
• Help ensure a high-touch, hospitality-driven experience for donors and guests.
  

General Support:

• Collaborate with the Advancement team to support fundraising initiatives and donor engagement strategies.
  
• Maintain confidentiality and professionalism in all donor interactions and records.
  
• Other duties as assigned
  
  

Minimum Qualifications:

• Associate's degree or equivalent
  
• 1 to 3 years of relevant experience
  
• Experience in an administrative role, preferably within an advancement department.
  
• Ability to work collaboratively within a team environment.
  
• Ability to address and resolve issues promptly and efficiently.
  
• Positive attitude and willingness to learn.
  
• Detail-oriented, self-motivated, able to work independently and adapt seamlessly to fast-paced, dynamic environments.
  
• Skilled in engaging and supporting students from different cultural and socioeconomic backgrounds.
  
• Excellent verbal and written communication skills.
  
• Proven ability to manage multiple priorities effectively and meet tight deadlines.
  
• Proficient in Microsoft Office (Excel, Forms, Outlook, Teams, SharePoint, Word)
  
   

Preferred Qualifications:

• Previous experience in a community college setting

Employee Rights - Employee Polygraph Protection Act

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