NorthWest Arkansas Community College (NWACC) provides quality and affordable higher education to empower lives and strengthen communities within Northwest Arkansas and surrounding areas.
As the largest community college in Arkansas, NWACC is recognized as a leader in education. NWACC offers a full range of associate degrees, certificates and workforce training programs that prepare students for rewarding futures and careers.
NWACC employees are dedicated to fostering a diverse educational community and cultural learning environment that supports student success.
Under the direction of the Executive Director of NWACC Foundation, the Administrative Assistant assists with general office duties of the NWACC Office of Advancement and the NWACC Foundation, including clerical support through general correspondence, donor database entry and reporting, maintaining receipting and records of financial transactions, serving as primary front office contact and other essential tasks as required. Works closely with the NWACC Foundation Board of Directors and Office of the NWACC President.
Essential Duties
General Office Management
- Serves as first point of contact for the Office of Advancement and the NWACC Foundation, greeting visitors and directing donor inquiries, both face-to-face and by phone with a pleasant and professional demeanor. Confidentiality and discretion are essential to all operations in the office.
- Organizes and oversees all aspects of the Foundation Office supporting the activities of the Advancement staff, including files, maintaining general office supplies, correspondences, donor mailings, copying, and calendars
- Coordinates meeting room reservations and any necessary food, AV and other requirements with staff.
- Manages workflow to multi-task and prioritize multiple projects at one time.
- Performs any other related duties as required or assigned.
- Must be willing to work evenings and weekends periodically during special meetings or events as needed
NWACC Foundation Board of Directors Responsibilities
- Assist the Executive Director, Board of Directors and other staff in preparing data for decision-making purposes.
- Prepares and distributes materials for all Board meetings, including collecting and editing materials provided by the Executive Director, staff and Board Chair.
- Serves as recording secretary and prepares accurate and high-quality minutes for Board and standing committee meetings.
- Manage all logistics related to NWACC Foundation Board meetings (i.e. locations, meals, AV, etc.)
- Organize and assist with special Board of Director committee/task force meetings as necessary.
- Maintains documents, files, and records (i.e. Board Policy Book, Board records, etc.) to provide up-to-date reference and compliance information.
- Facilitates the flow of communication between the office and Board of Directors. Acts as Board liaison for RSVPs, information sharing as needed.
Financial Transactions
- Assists Foundation Business Manager with financial transactions, including intake of monetary gifts (real and electronic), receipting, obtaining check request and payment approvals, and other financial projects as necessary.
- Research fiscal year gift commitment and provide monthly write-offs for various campaigns, working with the Business Manager to reconcile RE and FE databases
- Record gifts as receivables and posting to Financial Edge’s general ledger.
- Provide invoices to constituents for pledge payments.
- Make deposits as necessary.
- Submit invoices upon receipt for payment.
Donor Gift Processing, Acknowledgement and Database Management
- Processes all gifts and pledges from individuals, corporations, foundations, and organizations received by NWACC Foundation in a timely manner.
- Generates gift acknowledgement letters, receipts, and pledge reminders.
- Responsible for periodic updates and revisions to all donor acknowledgement communications.
- Assists with the operation, maintenance, data input, data integrity and accuracy for The Raiser’s Edge constituent database management system.
- Assists in maintaining accurate constituent records in Raiser’s Edge in a timely manner. (Including gift attributes, linkages, actions, and codes to facilitate stewardship.)
- Performs all functions with a high degree of accuracy and confidentiality.
Reporting
- Evaluate and provide weekly Trend Report, highlighting performance on campaigns and new donors
- Provide comparative performance and donor data on Trend Report for fiscal or calendar year
- Analyze and develop donor reports, as well as additional reports and lists that are responsive to the needs of the Executive Director of Advancement and the President.
Donor Stewardship
- Lead and implement donor stewardship of monthly birthday, anniversary, retirement recognitions using digital card service
Salary $15.87 per hour
Knowledge, Skills, and Abilities
Knowledge of the organization and administration of various higher education academic and social programs.
Knowledge of campus and community resources.
Knowledge of state, federal, and campus rules, regulations, and requirements related to campus academic and social programs.
Ability to coordinate the activities of campus academic and/or social programs.
Ability to evaluate collected information and formulate into recommendations.
Ability to compile information into report form.
Physical Demands/Work Environment
The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.
While performing the functions of this job, the employee is:
Frequently:
• Manipulate items with fingers, including keyboarding
• Sitting
• Standing
• Walking
Constantly:
• Hearing
• Repetitive motion
• Talking
The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; and/or visual inspection at distances close to the eyes.
Environmental Conditions
The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
Required Educations/Experience
The formal education equivalent of a bachelor's degree in public administration, general business, or a related field.
Additional requirements determined by the institution for recruiting purposes require review and approval by the Arkansas Division of Higher Education.
OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE.
NWACC is an Equal Opportunity Employer, please see our EEO policy.
