Administrative Assistant to the Vice President for Institutional Advancement - SOUTH PLAINS COLLEGE : Job Details

Position InformationJob Title Administrative Assistant to the Vice President for Institutional Advancement Department LEVL - Institutional Advancement Employment Status FT Full-Time Full Time/Part Time Full Time Benefits Yes Months per Year 12 Job DescriptionSUMMARY:This position is responsible for the overall management of the executive office and directly supports the Vice President for Institutional Advancement. The professional manages a variety of confidential interactions. Daily work focus is on SPC Foundation Board management, donor receipting, and database management and reporting. This professional interacts with the SPC Foundation Directors, donors and potential donors, potential and current students and parents, SPC employees and retirees, alumni and community members. The Administrative Assistant is an important member the six-person Advancement Division and supports all Division activities.ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.* Assists the Vice President in managing SPC Foundation operations including* making meeting arrangements (very limited travel and extended hours may be required)* creating meeting minutes* maintaining files, correspondence, and online information* processing and depositing donations to the SPC Foundation (personal vehicle travel to local bank required)* Manages the database* Demonstrates knowledge of or willingness to learn Colleague Advance to keep database up todate with deaths, changes, requests (e.g., no mail), etc.* Creates and generates reports from database* Maintains absolute confidentiality of personnel, donor, student, and other information* Acts with respect to FERPA and the SPC Foundation Donor Bill of Rights* Works closely with the SPC Scholarship Coordinator to* process and deposit third-party scholarship funds* accept scholarship appreciation letters* coordinate distribution of some SPC scholarships at area high schools* Works collaboratively with the Administrative Assistant to the Director of Development and Alumni Relations* Maintains effective relationships* Manages the Advancement Office* Greets visitors in person and via telephone* Provides information and answers questions* Routes incoming telephone calls, mail and email* Prepares outgoing mail and correspondence in a timely manner, including bimonthly and annualreceipt letters for donations to the SPC Foundation* Maintains records of correspondence via scanning to proper files in Perceptive Content* Orders and maintains office supplies* Clerical-maintains physical and electronic files; understands use of office equipment; etc.* Generates Purchase Orders and completes monthly credit card reports* May supervise Work/Study student employeesQualificationsTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.EDUCATION and/or EXPERIENCEHigh School graduate or GED required. Associate's degree from an accredited institution preferred but not required if candidate has relevant experience and/or training.COMPUTER SKILLSProficiency with Windows operating system and Microsoft Office (Word, Excel, and Outlook) are required. Knowledge and/or working with database software and systems in a mainframe environment (i.e., Colleague) is required. Additional computer skills and proficiency related to business activities and/or database management practices are recommended.LANGUAGE SKILLSAbility to read and comprehend instructions, correspondence and memos. Ability to write correspondence utilizing email and traditional letters. Ability to communicate with individuals in a professional manner in person, over the telephone, via email and in text messages.INTERPERSONAL SKILLSDemonstrated ability to work and collaborate with co-workers and visitors in a professional office setting. Ability to maintain confidentiality of donor information and office operations is required.MATHEMATICAL SKILLSAbility to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute basic statistics and to draw and interpret graphs and charts.REASONING ABILITYAbility to interpret a variety of instructions furnished in written or oral form.PHYSICAL DEMANDSThe physical demands 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.While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to walk and stand; use hands to handle or feel; and reach with hands and arms. The employee is occasionally required to stoop, kneel and crouch. The employee must be able to lift boxes weighing as much as 20 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.WORK ENVIRONMENTThe work environment characteristics described here are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The office will be busy with students and phone calls during peak times of the year. The noise level in the work environment is usually quiet.Posting Detail InformationPosting Number S5872019-P Number of Vacancies 1 Desired Start Date 09/02/2025 Position End Date (if temporary) Open Date Application Review Date 08/29/2025 Open Until Filled Special Instructions Summary Quick Link for Internal Postings Questions