Foundation Support Specialist

Position Summary

The Foundation Support Specialist provides administrative, operational and programmatic support to the Blue Mountain Community College (BMCC) Foundation and its staff. This position performs a variety of responsibilities that support the day-to-day operations of the Foundation, including donor and financial recordkeeping, board and committee support, scheduling, communications, event coordination, social media management and general administrative services. The position works collaboratively with Foundation staff and board of directors, college personnel, vendors, donors and community partners to ensure Foundation activities are organized, accurate and completed efficiently.

Essential Functions

Provide administrative and clerical support to the Foundation Executive Director and Foundation staff.

Enter, update and maintain accurate donor, constituent and financial information in the Foundation's donor management system and other databases.

Process and maintain purchase orders, invoices, receipts and other financial documentation in accordance with Foundation policies and procedures.

Review and organize incoming invoices and work with the Foundation's bookkeeper to facilitate timely payment of bills and expenses.

Monitor and maintain Foundation records and files, including electronic and paper documents, correspondence, financial records and other administrative materials, according to the Foundation’s records management and retention policies.

Receive, sort and distribute Foundation mail; prepare and send outgoing mail and correspondence.

Prepare materials and provide administrative support for Foundation Board of Directors and committee meetings.

Attend Board and committee meetings as assigned and accurately record and distribute meeting minutes.

Schedule meetings, appointments and other activities for Foundation staff.

Coordinate travel arrangements and related logistics for Foundation staff, including transportation, lodging and meeting or event registrations.

Assist with planning, coordinating and managing Foundation events, including logistics, registration, materials, communications, vendors, volunteers and event-day activities.

Manage and maintain Foundation social media accounts, including developing and scheduling content, monitoring engagement and coordinating posts with Foundation programs, events and activities.

Assist with the development, preparation and distribution of Foundation communications, correspondence, newsletters, promotional materials and other publications as assigned.

Provide administrative support for donor, alumni, annual giving, scholarship and other Foundation programs as needed.

Respond to routine inquiries from donors, students, employees, Board members, vendors and community members or direct inquiries to the appropriate Foundation staff member.

Assist with maintaining Foundation calendars, deadlines, schedules and organizational records.

Coordinate with BMCC departments and personnel as needed to support Foundation operations and activities.

Maintain confidentiality and exercise appropriate discretion when handling donor, student, financial and other sensitive information.

Provide backup and general administrative assistance to other Foundation staff as needed.

Perform other duties and special projects as assigned.

Work Schedule/Other Aspects of Position

This is a full-time, 40-hour-per-week, year-round position, typically Monday through Friday during regular business hours. Occasional evening and weekend work is required to support Foundation Board and committee meetings, events and other Foundation activities.

Must be able to lift boxes/carry 20-30 pounds.

Ability to sit and/or stand for extended periods of time.

May be required to make bank deposits and travel to other BMCC locations when needed. Valid driver’s license required.