Administrative Assistant, Foundation

Thank you for your interest in a career at Northcentral Technical College (NTC).

NTC offers outstanding career opportunities on a modern campus with state-of-the-art technology that allows for a collaborative learning and work environment.Employees are offered an amazing Total Rewards package with competitive salaries, excellent benefits, and generous paid time off - including two paid closures for the winter holiday (Christmas - New Year) and summer (week of July 4th), for most full-time positions. NTC is "The College that Cares" and makes a difference in the lives of our employees and students. If you have the desire to help students while positively impacting the community, we'd love for you to join our team! See why our current employees did!

Starting Hourly Rate Based on Qualifications:

JOB SUMMARY, DESCRIPTION & QUALIFICATIONS:

Job Summary

The Administrative Assistant, Foundation provides essential administrative, customer service, and accounting-related support for the NTC Foundation. This role focuses on maintaining calendars, workflows, records, systems, and documentation that support donor stewardship, scholarship cycles, financial processes, and foundation governance. Working under the direction of the Director of Scholarships and Giving, this position ensures day-to-day administrative tasks, data entry, communications, and process support are completed accurately, consistently, and in alignment with established procedures.

Essential Functions and Responsibilities

Board and Administrative Support

• Provide administrative and clerical support to the NTC Foundation Board, including scheduling meetings, maintaining the master calendar, preparing agendas and materials, recording minutes, and tracking board membership and terms.

• Prepare and organize documentation to support audits and compliance activities, including materials related to officers, investments, and board actions.

• Serve as a point of administrative contact for routine board-related communications and information requests.

Donor and Scholarship Administrative Support

• Provide administrative support for donor stewardship activities and the scholarship lifecycle by implementing and administering approved workflows, calendars, cycles, timelines, and required documentation, and by escalating issues or system concerns to the Director of Giving and Scholarships as appropriate.

• Enter, update, and maintain donor and scholarship records across multiple systems, including Raiser's Edge, ensuring accuracy, data integrity, and alignment with donor intent and scholarship criteria.

• Support scholarship cycles from application through award and stewardship by maintaining application data, reviewer materials, award records, and timelines.

• Provide administrative support for donor and scholarship communications, including but not limited to, processing acknowledgements, tax statements, donor thank you letters, and updates to donor records.

Foundation Systems, Processes and Financial Support

• Provide day-to-day administrative support for donor, scholarship, and financial systems by processing information, maintaining records and carrying out approved procedures including transaction processing, reconciliation support, and standard report preparation in alignment with processes established by the Director.

• Support accounting and financial processes by administering approved processes, preparing check requests, compiling supporting documentation, and assisting with tracking restricted funds, scholarships, grants, and student emergency funds.

• Coordinate with accounting, student finance, and external banking and accounting partners to support scholarship disbursements, reconciliations, restricted fund tracking, and audit or compliance requests.

• Process incoming gifts across multiple methods (online, check, cash, ACH, payroll, in-kind), review gift batches, and prepare deposits for processing.

• Maintain organized, accurate, and secure hard copy and electronic records in compliance with data privacy, confidentiality, and regulatory requirements.

Event and Fundraising Support

• Provide administrative support for fundraising events and activities, including maintaining timelines, preparing materials, tracking logistics, and supporting follow-up documentation.

• Provide administrative assistance for annual and special fundraising campaigns, including data entry, mailing preparation, and reporting support.

Minimum Qualifications Required

In limited circumstances, NTC may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

Education: Associate's Degree (or Equivalent)

Related fields including, but not limited to: administrative assistant and/or support; office assistant, accounting assistant or related fields.

Experience:<1 Year

Additional Experience Information:

• Minimum of two years of experience in administrative support, donor relations, or related fields.

• Strong written and verbal communication skills, with experience in creating meeting agendas, recording minutes, and managing communications.

• Proficiency in Microsoft Office Suite, spreadsheets, and database management; experience with Blackbaud Raiser's Edge NXT, Blackbaud Financial Edge NXT, or similar platforms preferred.

• Experience with scholarship management and award administration software.

• Demonstrated ability to manage multiple tasks, prioritize effectively, and maintain accuracy and confidentiality in a fast-paced environment.

• Familiarity with accounting processes and project management.

• Experience working in public or community-facing roles preferred.

Knowledge, Skills and Abilities

In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities, including language skills, reasoning and mathematical abilities are essential.

Language Skills:

Ability to read, write and comprehend simple instructions, emails and memos; discuss information one-on-one and in small groups.

Math Skills:

Ability to accurately add, subtract, multiply, and divide in all units of measure; compute rate, ratio, and percent.

Reasoning Ability:

Ability to critically think and solve problems involving a variety of concrete variables with limited standardization; interpret written, oral and diagrammed instructions.

Technical Skills:

Ability to manage and track document changes; create, modify and format templates and files; ability to use multiple computer screens and multitask in several computer applications.

Customer Service Skills:

Ability to actively listen, discern key information, and respond professionally; ask follow up or clarifying questions to diffuse escalated situations and offer appropriate problem resolution when necessary.

Other Requirements:

N/A

Physical Requirements

Carrying/Lifting 10-25 lbs: Low

Carrying/Lifting 25-50 lbs: N/A

Carrying/Lifting >50 lbs: N/A

Sitting: High

Standing/Walking/Climbing: Low

Squatting/Crouching/Kneeling/Bending: Low

Repetitive Hand/Foot Movement: High

Pushing/Pulling/Reaching Above Shoulder: Low

Work Environment

Indoor/Office Work Environment: High

Outdoor Weather Conditions: N/A

Irritated or Agitated Individuals: Low

Hostile or Violent Individuals: N/A

Hazardous Fumes/Odors/Toxic Chemicals: N/A

Confined Spaces (as identified by OSHA): N/A

Work-Related Travel: Low

Smell Requirement: N/A

Specific Vision: High

Hearing: High

Taste: N/A