Foundation Assistant

Caldwell Community College & Technical Institute   Hudson, NC   Full-time     Construction / Physical Labor / Skilled Trades
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Posted on July 29, 2020

Foundation Assistant, Foundation of CCC&TI

SALARY: $2,419.50 - $2,821.16 Monthly

OPENING DATE: 07/27/20

CLOSING DATE: 08/16/20 11:59 PM


Performs a wide variety of generalized and responsible administrative work for the Executive Director, College Foundation; performs a variety of responsible and confidential administrative and recordkeeping duties; compiles data for various reports; prepares a variety of documents and correspondence; assists with coordination of various events and meetings; and provides information and assistance to employees, students, Foundation Board members and the public.


Essential and other responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

1. Serve as first point of contact for the Foundation Office, providing information to college employees, donors, Board members and the public; provides direct support for Foundation Executive Director.
2. Manage Accounts Receivable, including data entry, donor records, receipts and weekly deposits; assist with fund balances and monitor departmental budget records
3. Schedule Board and various committee meetings; prepare and maintain up-to-date minutes and information packets for agendas.
4. Order and maintain office supply inventory; process requisitions and travel arrangements.
5. Prepare and proofread a variety of documents, including general correspondence, bulk mailings and reports; compile data for donor reports, payroll deductions, scholarships and tributes.
6. Assist with coordination and planning for various events, including the Annual Fund Drive, Dream Ceremony, Bernhardt program and other luncheons or receptions.
7. Maintain departmental files and reports; sort and file records according to standard policies and procedures.
8. Coordinate Foundation scholarship process and Awards Day presentations.
9. Manage Dream Award Selection Committee with public schools and correspondence with Dream students.
10. Present scholarships or Foundation information, as needed.

Marginal Functions:

1. Assist with Accounts Payable, as needed.
2. Perform other duties as assigned.
3. Participates in professional development activities and required employee training.
4. Assist with preparation of brochures, grants, website, and social media information, as needed.
5. Collect alumni data.

This position description covers the most essential functions and duties associated with this position. The President or appropriate supervisory personnel may assign additional duties. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title with or without notice.


Knowledge of:

  • Operations, services, and activities of assigned department.
  • General principles and practices of fiscal, statistical and administrative data collection and report preparation.
  • Business letter writing and report preparation techniques.
  • Modern office procedures, methods and computer equipment.
  • English usage, spelling, grammar and punctuation.
  • Basic accounting and mathematics principles.
  • Pertinent Federal, State and local laws, codes and regulations.
  • Various computer software programs and networks.
  • Alpha and numerical filing systems.
  • General college procedures.

Ability to:

  • Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
  • Understand the organization and operation of the CCC&TI campus as neces­sary to assume assigned responsibili­ties.
  • Interpret and apply administrative and departmental policies, procedures, laws and regulations.
  • Work independently in the absence of supervision.
  • Compile and maintain confidential records.
  • Independently prepare correspondences and memorandums.
  • Maintain the security of confidential matters.
  • Participate in researching, compiling, analyzing, interpreting and preparing a variety of fiscal, statistical and administra­tive reports.
  • Operate and use modern office equipment including a computer.
  • Work cooperatively with other departments, department officials and outside agencies.
  • Respond to difficult requests and inquiries from students, faculty and staff.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain cooperative working relationships with those contacted in the course of work.

Environmental Conditions:

The employee should have the ability to effectively handle a work environment and conditions which involve an office workspace, working closely with others, and periodically working irregular hours.

The employee must maintain the office environments by maintaining equipment and supplies, ensuring overall cleanliness, functionality, and conformance to OSHA standards to provide a safe work environment.

Physical Conditions:

Physical and marginal functions require the ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following: standing, walking or sitting for extended periods, moderate lifting and carrying, general manual dexterity, operating assigned equipment, and extended exposure to computer screens.

The employee is required to maintain effective audio-visual discrimination and perception needed for making observations, reading and writing, operating assigned equipment, communicating with others, and handling varied tasks simultaneously.
Additionally, the employee must maintain mental capacity, which permits making sound decisions and using good judgment, demonstrating intellectual capabilities, and evaluating the effectiveness of programs and personnel.

Scheduling Conditions:
This is a full-time position working 40 hours a week, generally Monday through Friday, 8:00 AM to 5:00 PM. including one evening per week till 7:00 PM. Availability for both day and occasional evening work on any Caldwell Community College & Technical Institute site (or arranged off-campus site) is required during peak periods.

Traveling Conditions:
Local travel between the Caldwell campus, Watauga campus, or any off-campus sites may be needed. Out of state travel is limited, but may be required for training and conferences.


Required Experience and Training:
Three years of increasingly responsible office administrative experience and proficiency in MS Office required.

Bachelor's degree in Office Systems, Business Administration, Communications, or related field required.

Preferred Experience and Training:
Experience working with higher education or non-profit agency and/or Blackbaud software experience preferred.