Foundation Development Associate

Under the direction of the Clover Park Technical College Foundation Director, this position serves as an integral part of the college’s advancement efforts, by managing the quarterly scholarship and awards process, participating in stewardship and donor relations, managing the donor database, and providing support for annual fundraising plan, fundraising events, and CPTC Foundation Board of Directors. This position supports the college’s mission through the Foundation efforts in raising friends and funds for CPTC and its students.

Clover Park Technical College celebrates the many individuals that make up our community and embraces the opportunity to learn from both our differences and similarities. CPTC values equity and respect seeks to create an environment of innovation and excellence and focuses on student success, lifelong learning, and social responsibility.

This position is represented by the Clover Park Federation of Classified Employees, Local 4789. Duties and Tasks (Essential Functions):Duty: Scholarship, Emergency Assistance
Tasks include:

• Implement activities, designed by Foundation leadership, to support the scholarship program such as sending correspondence tracking applications, inputting descriptions, attending events on behalf of the Foundation, and scheduling dates.
• Provide event support for donors including set-up, clean-up, invitations, ordering, and purchasing assistance.
• Participate in the solicitation of scholarship donations.
• Coordinate the marketing of scholarship application cycles and communication of awards.
• Draft correspondence advertising the events, deadlines, and student workshops on the “How to” of applying for scholarships administered by CPTC Foundation.
• Assist in the interpretation and adherence to donor intent, IRS rules, and state guidelines.
• Maintain scholarship software and track application process to include setting up new accounts, preparing scholarship agreements, and setting up award cycles.
• Manage the scholarship process including preparing an annual award schedule in coordination with the Foundation Accountant, notifying scholars and applicants of decisions, managing award distributions, and supporting reviewers with access to the scholarship system, sending email reminders of due dates. May also solicit new volunteer scholarship reviewers.
• Prepare proof and edit correspondence to applicants, faculty, committee, and donors as requested.
• Prepare proof and edit fundraising reports, reconciliations with Finance Aid for verifications of scholarship funds used, and other reports as requested.
• Awarding of Emergency Assistance grants, to include tracking student data and usage, ensuring emergency checks are cut in a timely manner, and reviewing student applications for accuracy.
• Coordinate information dissemination regarding the Student Emergency Assistance Program, including in class presentations, staff and faculty training, and creation and updates of marketing materials for the SEAP

Duty: Stewardship and Donor Relations
Tasks include:

• Provide support by arranging and implementing event plans, tracking budgets, drafting scripts, schedules, printed material, contracts, and publicity.
• Contribute to execution of events, including managing guest lists and preparing registration materials.
• Prepare, proof, edit and assemble media and donor kits for events and meetings as requested.
• Conduct confidential research on prospective corporate, foundation, and individual grantors and donors through internet searches.
• Attend committee and board meetings as needed.
• Draft and edit marketing materials, newsletters, grant proposals, letters, presentation pieces and other materials as needed to support Foundation strategy established by the Director.
• General donor management including correspondence regarding donations, pledges, and account profile management; answering donor questions via email and phone, and providing general customer service to donors and prospective donors.
• Prepare annual donor end of year giving reports mandated by the IRS, coordinate the preparation and mailing of endowment donor reports, and prepare and distribute donor thank you letters from student scholarship recipients to named scholarship donors.
• Develop and implement major giving and planned giving programs in coordination with the Director.

Duty: Contribute to the maintenance of donor, confidential prospect, and alumni management database
Tasks include:

• Create new biographical entries for donors, prospects and corporations as needed and research and maintain all levels of biographical information.
• Process gift records including entering gifts info the database. Issue receipts, produce thank-you letters and transmit financial data and other information to accounting.
• Produce/download/export data reports and queries from the donor database and Foundation software sources.
• Create weblinks within software system, add and delete users with permission levels approved by Director.
• Organize, coordinate and maintain the integrity of hardcopy and electronic filing system.
• Process monthly payroll donations and coordinate changes to payroll giving with the college Payroll department

Duty: Fundraising Plan
Tasks include:

• Collaborate with the Foundation Executive Director to set and archive fundraising goals.
• Prepare various fundraising reports as needed.
• Gather statistical and other data for reports.
• Provide administrative support to the Foundation Executive Director in recruiting community volunteers including preparing correspondence, documents, reports and research.

Duty: Perform general receptionist, administrative services and college support
Tasks include:

• Receive telephone calls and office visitors, referring those not requiring the Director’s attention to the proper department. Problem solve as appropriate.
• Organize meetings, including meeting invitations, tracking attendance, scheduling catering, and preparation and distribution of meeting materials and minutes.
• Manage projects and activities necessary for support of the college and Foundation as prioritized by the Foundation Executive Director.
• Manage mailings for solicitations and events. • Process invoices and reimbursement requests.
• Coordinate management of campus vending machines, to include handling complaints, cash refunds, tracking machine issues, vendor correspondence regarding machine issues, and update of machine signage as needed. • Review and update the Foundation’s website content as needed.
• Track and order Foundation office supplies and marketing materials, and track the Foundation’s office supply budget.
• Complete mandatory state filing and annual registrations to maintain non-profit status.
• Attend and actively participate in department and division meetings as requested by Executive Director.
• Attend and actively participate division training events.
• Attend all-campus events and functions as requested by Executive Director.

Minimum Qualifications:

• High school diploma or GED.
• Minimum of two years of administrative/clerical support experience in an office setting.
• Minimum of two years of experience providing excellent customer services.
• Minimum of two years of experience using Microsoft Office Suite, specifically Word, Access, Excel, Outlook, PowerPoint and Publisher.
• Must be highly detail-oriented with critical degree of accurace regarding data entry and analysis.
• Must function well under pressure while meeting required deadlines and be highly organized with the ability to multitask.
• Excellent creative writing skills (storytelling), copy editing, formatting and grammar.
• Experience in database tables and queries, creating documents, forms, labels, spreadsheets, mail merge, PowerPoint, slideshows and templates.

Preferred Qualifications:

• Associate’s degree in marketing/public relations, business administration or event management, or equivalent experience and education combination.
• Experience in administration, development or marketing.
• Experience supporting scholarship programs, donor stewardship and relations in a higher-education fundraising setting.
• Experience with Donor Perfect Online or other fundraising donor management software.
• Experience with AwardSpring or other scholarship management software.

Job Type: Full-time

Pay: $64,340.45 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person