Part-time Foundation Administrative Assistant

Title: Part-time Foundation Administrative Assistant

Salary Range: $17.00 per hour

Contract Term Length: Not Applicable

Standard Hours: 20 hours per week

Work Location: On-Site

FLSA Status: Non-Exempt

College: West Kentucky Community & Technical College

Campus Location: West Ky. Technical College

Department: Institutional Advancement

Job Summary

• The Paducah Junior College (PJC) Foundation is a dedicated non-profit organization committed to
  supporting and advancing the mission of West Kentucky Community and Technical College (WKCTC).
  Serving as a vital partner in fostering educational opportunities, the PJC Foundation plays a key role in
  raising, managing, and distributing funds to enhance student success, academic programs, and
  community outreach initiatives.
  
  The Foundation works closely with donors, alumni, and community stakeholders to develop
  scholarships, fund new programs, and support faculty and infrastructure needs that contribute to an
  enriched learning environment. By facilitating charitable contributions and managing endowments, the
  PJC Foundation ensures financial resources are effectively stewarded to provide long-term support for
  the college’s strategic priorities.
  
  Guided by a strong commitment to transparency and accountability, the Foundation’s work bolsters
  WKCTC's ability to deliver high-quality, accessible education. Through scholarships, grants, and program
  funding, the PJC Foundation empowers students to achieve their academic and career goals, driving
  positive change in the region and fostering community growth. With a focus on partnerships and
  philanthropic leadership, the Foundation continues to be a cornerstone of support for educational
  excellence in West Kentucky.
  

Job Duties:

• The Foundation Assistant plays a vital role in ensuring the smooth operation of the foundation by
  maintaining the constituent database and providing comprehensive administrative support. This position
  is responsible for accurately recording and processing gifts and pledges, maintaining donor records, and
  facilitating the efficient flow of communications within the organization. The Foundation Assistant
  supports the Executive Director, Manager of Advancement, Business Operations Manager, and the PJC
  Foundation Board of Trustees by coordinating meetings, preparing materials, and taking minutes to
  ensure seamless board and committee operations. Additionally, this role requires monitoring and
  updating mailing lists, managing pledge records, and handling essential tasks that contribute to the
  overall success of the foundation's initiatives.
  
  The Foundation Assistant acts as a central point for database management, ensuring data integrity and
  prompt gift acknowledgment. This position requires an individual with exceptional attention to detail, a
  high level of organizational skills, and the ability to handle confidential information with discretion. The
  role also involves supporting event coordination, preparing financial and progress reports, and
  maintaining communication with donors and stakeholders. The Foundation Assistant must demonstrate
  adaptability and the ability to work both independently and collaboratively in a dynamic environment.
  
  Job Duties and Responsibilities
  • Record and process daily gift and pledge receipts and prepare acknowledgements in a timely
  manner using the Raiser’s Edge database.
  • Maintain, update, and ensure accuracy of database information.
  • Assign database codes for contributions.
  • Process payroll deduction pledges and payments with support from the KCTCS system office.
  • Handle special requests related to gift processing.
  • Maintain paper and electronic donor records.
  • Prepare monthly gift reports and annual pledge reminders.
  • Monitor and track pledges; alert relevant staff to delinquent responses.
  • Manage adjustments to pledge records as needed.
  • Maintain and update mailing lists for event communications.
  • Coordinate mailings and make daily adjustments to contact information.
  • Provide notice for Board of Trustees meetings and track RSVPs.
  • Prepare meeting materials and attend Board and committee meetings to take minutes.
  • Draft meeting minutes promptly for the Executive Director’s review.
  • Submit board member lists to the Kentucky Secretary of State as legally required.
  • Order office supplies and materials for the foundation.
  • Review daily obituary notifications and compare them against the donor database.
  • Assist with special projects as directed.
  • Maintain confidentiality of donor information.
  • Adhere to all applicable policies and procedures and engage in performance improvement
  activities.
  • Perform other duties as assigned.
  

Minimum Qualifications:

• • Proficiency in Microsoft Word, Excel, Outlook, with expertise in mail merges, formulas, and
  calendar invitations.
  • Strong verbal and written communication skills.
  • Organizational skills with the ability to set priorities effectively.
  • Excellent interpersonal skills for effective engagement with staff, board, and committee
  members.
  • Adaptability to change and the ability to work independently with minimal supervision.
  • High level of discretion and the ability to manage confidential information appropriately. 

Preferred Qualifications:

• - Experience with record keeping and data entry.
  - Working knowledge of Raiser’s Edge NXT, including batch gift entry, queries, exports, and
  document attachments.

Additional Skills Requested:

• - Experience with record keeping and data entry.
  - Working knowledge of Raiser’s Edge NXT, including batch gift entry, queries, exports, and
  document attachments.

Employee Rights - Employee Polygraph Protection Act