Foundation Development Assistant
Job Description
Posting Number
20141899SPosition Title
Foundation Development AssistantLocation
District OfficeDepartment
SMCCCD Foundation DIST (DEPT)Position Number
1C0438Percentage of Full Time
100%FLSA
Non-Exempt (accrues overtime)Months per Year
12Min Salary
$98,172 (annual)Max Salary
$125,724 (annual)Position Type
Classified PositionsWho We Are
The San Mateo County Community College District is committed to achieving educational equity for all students. As outlined in the District’s Strategic Plan, “success, equity, and social justice for our students are longstanding goals.” The District’s “Students First” Strategic Plan is focused on "Student Success, Equity and Social Justice.” We provide students with a rich and dynamic learning experience that embraces our commitment to provide quality education and promote life-long learning — emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become global citizens and socially responsible leaders. When you join our San Mateo County Community College District team, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice. We achieve this through broad collaboration among faculty and classified staff, administration, students and community partners.
The College and the District
The San Mateo County Community College District is home to Cañada College, College of San Mateo, and Skyline College. All three of our colleges are designated as Hispanic Serving Institutions (HSI) and Asian American and Native American Pacific Islander Serving Institutions (AANAPISI) enrolling approximately 32,000 students each academic year. San Mateo County Community College District has a diverse student population that is a reflection of the communities that it serves. Detailed information about the student population, including data related to student success, can be found on the San Mateo County Community College District’s Educational Services & Planning website.
Who We Want
We value the ability to serve students from a broad range of academic, socioeconomic, cultural, disability, gender identity, sexual orientation, racial and ethnic backgrounds. We prioritize applicants who demonstrate an understanding of the benefits that diversity brings to a professional educational community. The successful candidate will be an equity-minded individual who is committed to collaborating with faculty, classified staff, administration, students and community partners in strengthening the culture of equity and antiracism throughout the District. The San Mateo County Community District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping students achieve their educational goals.
The Position
Under direction of the Foundation Executive Director, the Foundation Development Assistant provides daily operational, development, administrative, fundraising, and public relations support. The Foundation Development Assistant performs specialized clerical and administrative support. The position is responsible for moderate to more complex assignments, such as research and reporting, project and/or staff coordination and follow-up, facilitating meetings, and participating in the planning and coordination of special events. The Foundation Development Assistant exercises independent judgment while initiating and coordinating office procedures and timelines in order to provide support for the Foundation, analyzes situations accurately, and takes appropriate action in identifying problems and recommending solutions. Public contact is extensive, and involves donors, members of the Foundation’s Board of Directors, College and District staff, faculty, students, vendors, other educational institutions, business and community organizations, regulatory agencies, and governmental agencies. A high degree of independent judgment and creativity is required to plan and implement major workloads and to provide input into workflow and project planning and implementation. Consequences of errors in judgment could be costly in public relations, staff and employee time. The Foundation Development Assistant can lead the work of other clerical staff, volunteers and student assistants as assigned.
Duties and Responsibilities
The duties below are representative of the duties of the classification and are not intended to cover all of the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.
- Exchanges information with donors, community members and organizations, members of the Board of Directors, advisory committee members, and with College and District staff at all levels regarding Foundation policies and procedures, gift processing, payroll deductions, scholarship and program agreements including scholarship award criteria, fundraising activities, direct mail appeals, special events, and more
- Processes donations, sets up funds in a fund accounting system, prepares bank deposits (including checks and credit card charges) and ensures that deposits are recorded appropriately, coordinates delivery of deposits to the bank, and prepares acknowledgement letters and other correspondence
- Uses a database to enter, update, make corrections to, and create reports on Foundation gifts
- Uses a fund accounting system to enter income and expense information for gifts, scholarship distributions, college program expense distributions, and Foundation operational expenses
- Processes invoices, verifies appropriate receipts and backup documentation, records expense information into accounting system, prints checks, secures appropriate check signatures, and mails payments to vendors
- Maintains scholarship data, including criteria and fund balances in a scholarship management system (currently AcademicWorks); collaborates and communicates with college personnel on scholarship fund management
- Assists with the preparation and maintenance of budgets for special events
- Drives a motor vehicle to attend meetings and workshops as needed
- Participates as a team member for all Foundation events, including Foundation’s Annual Golf Tournament, Arts & Olive Festival (Cañada), Chancellor’s Circle Dinner, Jazz on the Hill (CSM), Theater Arts Fundraiser, President’s Breakfast (Skyline), and more
- Assists with the preparation of information for annual audits and relevant regulatory filings and provides information to auditors during annual audit
- Assists with compliance with Proposition 209 and other relevant laws as they pertain to scholarship criteria
- Provides administrative support for the Foundation, the Executive Director, the Development Director, and other Foundation management
- Screens calls, visitors, and electronic inquiries to provide policy and procedural information and/or to take messages and make appropriate referrals
- Assists with maintenance of a complex management calendar, including appointment schedules, scheduling of the bi-monthly Foundation Board of Directors meetings, Executive/Finance Committee meetings, Investment Advisory Committee meetings, Golf Committee meetings, Planned Giving Committee meetings, Development Committee meetings, and other ad hoc meetings
- Assists with the planning and coordination of Foundation events and activities in conjunction with other management and staff and provides event and activity support such as planning logistics, confirming sites and availability of participants, compiling event materials, communicating with Board members and donors, managing timelines, working with outside vendors, maintaining guest lists, preparation of registration materials, tracking and reporting on relevant data (i.e. ticket sales, attendance, sponsorships, income and expense budgets), coordinating mailings and event materials, and providing follow-up as assigned
- Coordinates, compiles, organizes, prepares, and oversees the production of agendas, minutes, meeting materials, calendars, and other materials as assigned; maintains official records of Foundation Board including agendas, minutes, and resolutions
- Uses standard office software applications to compose and prepare correspondence, agendas, minutes, calendars, reports, , and special projects
- Uses a donor database (Raiser’s Edge) and spreadsheets to set up, track and maintain a variety of data and files
- Researches, compiles data for, designs, formats, and prepares statistical, financial, demographic and other data for special and regular reports and databases using a variety of computer and presentation software
- Confers with Foundation staff and makes recommendations regarding moderate to complex projects, workflow, and policies
- Trains, supervises and evaluates the work of clerical and other staff as assigned; collaborates with staff in other College and District units for special and regular projects, including planning project timelines, securing staff support, and planning outcomes and deliverables
- Performs other related duties as assigned
Minimum Qualifications
- Bachelor’s degree in business administration, management, or a closely related field OR an equivalent combination of education and experience
- Minimum of one year of professional work experience in nonprofit development, alumni relations, nonprofit marketing, nonprofit public relations, or similar professional work experience
- Successful complex clerical experience of increasing responsibility
- Demonstrated cultural competence, sensitivity to, and understanding of the diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds of community college students, faculty, and staff
- Experience with public speaking
- Experience with event planning, including planning, coordination, and management
- Experience with all aspects of fundraising activities
- Experience with training and leading the work of others
- Experience with the use of a variety of computer software to maintain databases, compose and prepare correspondence, reports, presentations, and other written materials
- Experience with bookkeeping
- Experience with research and compiling data for, formatting, and preparing statistical, financial and other reports
- Demonstrated skill in multi-tasking, prioritizing workloads, and working independently
- Demonstrated skill in working as part of a customer service team
Knowledge, Skills and Abilities
- Knowledge of the policies and procedures applicable to a nonprofit foundation
- Knowledge of basic bookkeeping principles and practices and procedures
- Skill in multi-tasking and workload prioritizing under deadline pressure, using independent judgment for decision-making
- Skill in use of the Microsoft Office Suite
- Skill in using spreadsheets and database software, including proficiency in fundraising databases such as Raisers Edge
- Skill in respectful, tactful, confidential and sensitive interaction with people who are diverse in their academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds
- Skill in project and event planning
- Skill in oral communication, including public speaking and giving clear and concise instructions
- Excellent skill in written communication
- Skill in training and leading the work of others
- Skill in organizing data, setting up, tracking and maintaining data in electronic and manual files
- Ability to coordinate, anticipate, and resolve workload issues and problems
- Ability to work effectively as part of a customer service team
Physical Requirements
This classification requires data comparison and interpretation; contact in close proximity with individuals and groups; work under deadline pressure; discretion and tact, multi-tasking; attention to detail; manual dexterity; pulling, pushing, reaching; moving items of light to moderate weight; listening/comprehension of a variety of directional formats; flexibility, driving a motor vehicle, good memory, oral communication to small and large groups, and adaptability in order to perform the essential functions.
Benefits
Benefits include paid holidays, vacation and sick leave. The District pays all or a portion of monthly medical plan premiums (depending on the coverage) and pays all of the monthly dental and vision plan premiums for employees and eligible dependents. Additional paid benefits include life insurance, salary continuance insurance, and an Employee Assistance Program. Classified employees participate in the Public Employees’ Retirement System, a defined-benefit retirement plan through the State of California. Optional tax-deferred 403(b) and 457 retirement plans are also available.
Open Date
10/23/2024First Review Date
11/13/2024Open Until Filled
YesSpecial Instructions Summary
Required Application Materials All applicants are required to submit:
1. A completed online District application form (go to https://jobs.smccd.edu to complete the application and to apply for this position).
2. A resume that details all relevant education, training, and other work experience.
3. A cover letter of no more than 3 pages that addresses the applicant’s cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds of community college students, faculty and staff as well as the applicant’s qualifications as they relate to the requirements, knowledge, skills, and abilities listed in this announcement.
Candidates for interview will be selected from among those who most closely meet the requirements and knowledge, skills and abilities. Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills.
For questions related to this posting, please contact:
SMCCCD Office of Human Resources
3401 CSM Drive
San Mateo, CA 94402
Tel.: (650) 574-6555
Fax: (650) 574-6574
Email: smccdjobs@smccd.edu
Web Page: https://smccd.edu/humanresources/
1. A completed online District application form (go to https://jobs.smccd.edu to complete the application and to apply for this position).
2. A resume that details all relevant education, training, and other work experience.
3. A cover letter of no more than 3 pages that addresses the applicant’s cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds of community college students, faculty and staff as well as the applicant’s qualifications as they relate to the requirements, knowledge, skills, and abilities listed in this announcement.
Candidates for interview will be selected from among those who most closely meet the requirements and knowledge, skills and abilities. Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills.
For questions related to this posting, please contact:
SMCCCD Office of Human Resources
3401 CSM Drive
San Mateo, CA 94402
Tel.: (650) 574-6555
Fax: (650) 574-6574
Email: smccdjobs@smccd.edu
Web Page: https://smccd.edu/humanresources/
Conditions of Employment
Prior to employment, the selected candidate will be required to complete the following:
1. Submit official transcripts (applies to all faculty or educational administrative positions)
2. Submit verifications of prior employment
3. Satisfactory references
4. Successfully being cleared for employment through the background checking process
In addition to background checks, the District may review publicly available information about a candidate on the Internet. If a candidate is aware of incorrect or inaccurate information that is available on the Internet, the candidate is welcome to address such an issue with the Office of Human Resources.
5. Present original documents for proof of eligibility to work in the United States
6. Approval of your employment by the SMCCCD Board of Trustees
7. Provide a certificate of Tuberculosis exam for initial employment.
8. Have fingerprints taken by a Live Scan computer (Clearance must be received prior to first day of employment). Please note that the California Education Code requires, in part, that community college districts shall not employ or retain in employment persons in public school service who have been convicted of certain felonies, a misdemeanor drug charge (including alcohol offenses) or misdemeanor moral turpitude (sexual offense) crime. However, consideration may be given to those whose drug convictions occurred more than five years ago. A conviction for other crimes may not necessarily disqualify you from the job for which you may be applying.
1. Submit official transcripts (applies to all faculty or educational administrative positions)
2. Submit verifications of prior employment
3. Satisfactory references
4. Successfully being cleared for employment through the background checking process
In addition to background checks, the District may review publicly available information about a candidate on the Internet. If a candidate is aware of incorrect or inaccurate information that is available on the Internet, the candidate is welcome to address such an issue with the Office of Human Resources.
5. Present original documents for proof of eligibility to work in the United States
6. Approval of your employment by the SMCCCD Board of Trustees
7. Provide a certificate of Tuberculosis exam for initial employment.
8. Have fingerprints taken by a Live Scan computer (Clearance must be received prior to first day of employment). Please note that the California Education Code requires, in part, that community college districts shall not employ or retain in employment persons in public school service who have been convicted of certain felonies, a misdemeanor drug charge (including alcohol offenses) or misdemeanor moral turpitude (sexual offense) crime. However, consideration may be given to those whose drug convictions occurred more than five years ago. A conviction for other crimes may not necessarily disqualify you from the job for which you may be applying.
EEO Statement
The San Mateo County Community College District is an Equal Opportunity Employer that seeks to employ individuals who represent the rich diversity of cultures, language groups, and abilities of its surrounding communities.
Accommodations
Applicants who have disabilities may request that special accommodations be made in order to complete the selection process. Accommodation requests and a copy of the Americans with Disabilities Act applicant procedures can be made by completing our: Applicant Reasonable Accommodation Request Form
Annual Security Report
San Mateo County Community College District’s (SMCCCD) 2024 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years (2021–2023) concerning reported crimes that occurred on campus; in certain off-campus buildings owned or controlled by SMCCCD; and on public property within, or immediately adjacent to and accessible from SMCCCD. The 2024 Annual Security Report also outlines various campus safety and security policies concerning crime reporting, prevention and response to sexual and gender violence, alcohol and drug use, crime prevention, emergency response and evacuation procedures, and other matters. The Annual Security Report also includes important tips to help every community member remain safe and avoid becoming a victim of crime. The 2024 Annual Security Report is now available on the Public Safety website. You can also obtain a copy of this report by contacting the Department of Public Safety at the District Office or any of the three Campuses (650) 738-7000. The report includes information about criminal activity on our campuses, emergency procedures, and resources.
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