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Executive Assistant – Advancement/Foundation

Full Time
  • Full Time
  • Bend, OR
  • $54,000 - $62,000/yr. USD / Year
  • Salary: $54,000 - $62,000/yr.

Website Central Oregon Community College

Primary Purpose

The Executive Assistant independently performs confidential and executive administrative support functions primarily for the COCC Foundation and its Trustees, and secondarily, for the Office of College Advancement, which includes Marketing and Public Relations. This position coordinates and performs office management and administrative projects within these departments, ensuring information, workflow, support activities, and their related functions and partnerships are met.

Essential Duties and Responsibilities

Office Management:
  • Receive and direct contact with the Foundation and Advancement offices from visitors, telephone calls, and emails. Independently sort and direct emails, correspondence, phone calls, mail, and redirect inquiries and complaints. Serve as liaison to and coordinate the exchange of information and communication among the Foundation and/or Advancement and campus departments and staff, Foundation Board of Directors external community members, leaders and partners.
  • Provide confidential support for the Chief Advancement Officer/Foundation Executive Director, Director of Marketing and Public Relations, Director of Foundation Programs, and Charitable Giving Officer, and all departmental support staff, as needed.
  • Provide high-level administrative support for COCC Foundation Board of Trustees: send meeting information, schedule rooms, prepare meeting packets, and take notes and minutes for Foundation Board and committee meetings.
  • Organize, prioritize, and execute technical and complex administrative support involving independent judgment and an in-depth understanding of the functions, procedures, calendars/cycles, and available staffing of the Office of College Advancement and the COCC Foundation.
  • Schedule appointments and arrange meetings as directed. Notify participants of meeting details and prepare materials (reports and/or statistical data) for presentations and discussions.
Business Processes and Event Support:
  • Prepare and process invoices for College Advancement and COCC Foundation and serve as the first contact for resolving matters related to checks, online donations, receipts, etc.
  • Responsible for the administrative aspects of projects, events and mailings and work with service providers and external vendors to ensure compliance (e.g., caterers, printers, mail house, etc.).
  • Assist with student and community volunteer coordination, scheduling, and correspondence.
Additional Duties:
  • Promote the College by representing the Foundation, Advancement, and MPR offices in a positive manner through the professional delivery of services.
  • Act on a regular and continuous basis in a confidential capacity handling all types of confidential information, including but not limited to sensitive donor documents and fundraising data.
  • Represent the Chief Advancement Officer/Foundation Executive Director and/or the Director of the Foundation at internal and external meetings, as requested.
  • Supervise the activities of part-time hourly personnel, if they are needed.
  • Perform other essential duties as assigned that support the overall objective of the position.

Knowledge, Skills and Abilities

Individuals must possess these knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.
  • Proficient in computer use with expertise in MS Word, Teams, PowerPoint, and Excel, as well as Adobe Acrobat Pro and Zoom.
  • Ability to communicate effectively (both orally and in writing) using the English language, with or without the use of an interpreter.
  • Ability to work with diverse constituents, including community leaders, Foundation and COCC board members, volunteers, students, College and Foundation staff, committees, and organizations external to the College.
  • Ability to multi-task and set and adjust fast-changing priorities organizationally.
  • Ability to assist with office workflow and assign work to others based on office needs.
  • Ability to produce accurate written materials that are proofed/edited for grammatical and spelling errors.
  • Ability to work occasional evening hours during Foundation board meetings and Advancement-related events.
  • Ability to maintain the confidentiality of sensitive and confidential information obtained while completing assignments.
  • Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
  • Ability to perform essential job functions outlined above.

Ergonomic Requirements

Regular office hours are established between 8 – 5 p.m. during the workweek. A flexible work schedule, including nights and weekends, may be necessary due to the nature of the responsibilities.
Applicant must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires writing and reading written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 25 lbs. All individuals are required to perform essential functions with or without reasonable accommodation.

Minimum Requirements

  • Bachelor’s degree in a field related to the essential job functions.
  • Five years of progressively responsible administrative office experience in such areas as office management, project planning/coordination, communications, or related support.

Equivalency Statement

The College recognizes the value of skills and knowledge gained outside formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify by responding to the supplemental question presented during the application process.
All employees must complete and pass a background screen, including a criminal history check.

Preferred Qualifications

  • Experience in a development/fundraising office environment.
  • Experience simultaneously providing administrative assistance to multiple stakeholders.

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