**All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated).** **Working Title:** Office & Admin Specialist Sr - Advancement Specialist **Institution:** Minnesota State Community and Technical College **Classification Title:** Office & Admin Specialist Sr **Bargaining Unit / Union:** 206: AFSCME - Clerical and Office **City:** MSTA - Moorhead Campus **FLSA:** Non Job Exempt **Full Time / Part Time:** Full time **Employment Condition:** Classified - Unlimited **Salary Range:** $21.90 - $31.21 **Job Description** This position exists to provide operational and administrative support to M State Foundation. This position will oversee the Foundation’s constituent database, coordinate the Foundation’s financial functions, oversee the scholarship program, provide professional administrative support and coordinate the Foundation’s special events. The values that guide our work include: access and opportunity, equity, inclusion and belonging, cultural competence, cultural responsive pedagogy & service, and community engagement. Our educational environments are culturally relevant, responsive, and innovative to the students we serve. Our students are assets, we affirm their identities and lived experiences and provide spaces that are emotionally safe and reflect who students are. **Responsibilities** Customer Service. + On a daily basis, live the mission, vision and values of M State to ensure a positive experience for all students and stakeholders. Service to M State students and stakeholders is a core component of the position and work responsibilities. Oversees and manages the Foundation’s donor database including gift entry, gift acknowledgement, report generation. + Develop and implement operating procedures and processes for all users of the CRM database. + Organize and manage data for effective donor cultivation, solicitation and stewardship. + Execute regular database utility function to ensure accuracy and integrity of the data. + Process and enter donations. Generate acknowledgements for all donations, maintain electronic records of all donor communications (in person, phone, email, etc.) within the database to enhance cultivation and stewardship activities. + Create and generate standard and customized reports depending on the development needs of the office. + Serve as the primary database subject matter expert. Manages financial functions/accounting processes of the Foundation including gift processing, accounts payable, fund reconciliation and reporting, vendor management, invoice processing, account and pledge receivables. + Develop and implement policies to ensure the integrity of financial information. + Produce detailed giving and contribution data, monitor the foundation’s spending, invoicing and accounts payable to ensure expenditures are within budget. + Oversee and monitor all funds to ensure accuracy, analyze financial data to prepare meaningful and timely reports. + Responsible for preparing and providing annual or semi-annual financial updates to donors and pledge reminders/invoices as needed. Oversees scholarship program and all scholarship related activities including using award management software, ensures compliance and plans and organizes the scholarship award ceremonies ensuring engagement from donors, scholarship recipients and faculty. + Maintain the scholarship program process and procedures and recommend changes for improvement. + Maintain scholarship database with criteria for all fund details. + Administer the scholarship application, selection, and award notification process. Establish a fair and impartial system for review and selection of recipients. + Develop and manage the scholarship payout budget and coordinate the payout of scholarships with the financial aid/business office. + Research possible new sources of funding for scholarships. + Plan and coordinate the scholarship recognition event. Support the Foundation through administrative duties. + Serve as the Administrative Assistant for the Foundation by supporting and maintaining confidentiality with financial and donor information. + Produce reports, prepare meeting agendas and packets for Board and committee meetings. + Coordinate various events that include donor recognition, and alumni, and assist in building and maintaining relationships of the Foundation’s constituents. + Perform additional duties such as scheduling, mailing, data entry, etc. Coordinates all foundation special events and assists in executing annual fundraising campaigns such as year-end appeal, employee campaign, etc. + Carry out events that support and increase annual giving and collaboration with the Executive Director and board in the development and implementation of the Foundation’s annual fundraising plans. Responsibilities include: developing and managing event timelines, goals and budgets, coordinating logistics, (location, menu, program etc.). Work on all pre-event, day-of logistics and post-event follow up and assists in the solicitation of prizes, and sponsorships, work with Marketing for event and fundraising campaigns. Assist with the recruiting, training and supervising volunteers and delegating tasks. Other duties as assigned. + Support the operation of college and campus operational area(s) beyond the M State Foundation office as may be assigned. + Serve on campus, college and community committees as assigned, approved and appropriate that seek to enhance the student experience. + Other related duties as assigned by the Executive Director of Advancement. Manages the Foundation’s website and social media channels. + With the Executive Director execute the Foundations’ communication plan and develop content for the Foundation’s website and social media. + Ensure information is timely and up to date. + Periodic review of content to ensure accuracy. **Minimum Qualifications** + Knowledge of databases sufficient to use non-standard or advanced software features as research tools and generate a variety of reports. + Knowledge of accounting principles and practices sufficient to analyze, interpret, and prepare financial information, records and reports. + Knowledge of word processing sufficient to use software to create, format, edit, print and save a variety of documents. + Customer service skills sufficient to provide prompt, courteous and accurate information to a variety of stakeholders over the phone, in person and via email. + Knowledge of social media platforms and best practices. **Preferred Qualifications** + Associate degree or applicable work experience in fundraising, business, accounting, office or non-profit management. + Minimum of three years of related fundraising work experience. + Ability to recruit, train and motivate volunteers leading to strong, cooperative working relationships with internal, external and diverse clients. + Working knowledge of College’s programs, resources, services, procedures and policies. + Experience with customer relationship management database software systems. + Working knowledge and experience of nonprofit financial accounting processes, procedures and software, specifically QuickBooks. + Experience with alumni associations within higher education. + Ability to effectively organize, plan and prioritize and manage one’s time and resources to handle multiple projects/activities and meet deadlines. + Strong problem-solving skills and the ability to perform with minimal direction and use discretion to make appropriate decisions. **Work Shift (Hours / Days of work)** + 40 hours per week, Monday-Friday, 8 a.m. – 4:30 p.m. **Application Procedure** To apply, submit a letter of interest, resume, three professional references, and any transcripts by 12:01 a.m. on February 27, 2025. Internal applicants need to apply through the Jobs Hub in Workday. **Salary** This is the correct salary range for this position: $21.90 - $29.65 per hour or $45,727 - $61,909 annually. **About** M State is a regional student-focused institution that is poised for a strong future. It is the sixth-largest outstate college in the Minnesota State system and the largest two-year college in Greater Minnesota, serving more than 10,500 students in credit and non-credit courses each year. M State offers big-college resources and a small-college feel on our four welcoming campuses and in our many online courses and programs. Our faculty and staff are dedicated to the values of integrity, inclusion and innovation, and that dedication is reflected in our programs and in the support we offer to our students. Minnesota State is an equal opportunity employer/educator committed to the principles of diversity (https://www.minnstate.edu/system/equity/index.html) . We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status. All applicants must be able to lawfully accept employment in the United States. **Benefits Information:** At Minnesota State, we have a GREAT BENEFITS PACKAGE! Our generous benefits include 11 paid Holidays, Vacation Time, Sick Time, six weeks of Paid Parental Leave, low cost medical and dental insurance with low deductibles ($250 - $1500), a Pension Plan, 457(b) and 403(b) retirement plans and other retirement investment options, pre-tax medical and dental expense (with roll-over option) and dependent care accounts, employer paid life insurance, short and long term disability, as well as professional development and a tuition waiver program for employees and their dependents, etc. We promote the health and well-being of our employees and take work/life balance seriously. **Desired Start Date:** 03-31-2025 **Position End Date:** **Open Date:** 02-11-2025 **Close Date:** 02-27-2025 **Posting Contact Name:** Jess Blomquist **Posting Contact Email:** eo6803rp@minnstate.edu