Foundation Operations Specialist (Full-time, Limited Term Employment)

Description

Position plays a vital role in the efficient operations and success of the Foundation by overseeing various key areas, including database management, office operations, and scholarship and Foundation operations. This position requires a detail-oriented individual with strong organizational, analytical, and communication skills. Position is responsible for maintaining and updating the foundation's donor database for contributions received, ensuring accuracy and integrity of the data, and utilizing the database effectively to support department-wide goals. Additionally, they will manage daily office operations, provide operational support, and assist in event planning and coordination. Collaboration with internal and external stakeholders, maintaining professional relationships, and providing exceptional support to donors, students, and staff will be crucial in this role. The Foundation Administrator will contribute to the overall success of the Foundation by managing critical functions, maintaining financial records, and supporting fundraising activities through accurate data management and operational efficiency.

Work is generally diversified requiring judgment, analysis and decision-making according to established practices and procedures. Daily responsibilities are completed independently using established policies and general objectives with interaction with supervisor limited to problems or unusual conditions.

Characteristic Duties and Responsibilities

• Operational Support – Overseeing daily office operations and procedures. This includes retrieving and opening mail, maintaining office inventory and ordering supplies. Clerical support such as data entry, filing, research, and meeting preparation and coordination.
  
  
• Advancement Support – Recording of new donations received in the donor database, Raisers Edge. Preparation of donor acknowledgement letters. Provide support to the Coordinator of Donor Stewardship and Board Relations as needed. Perform general donor prospect research and Raisers Edge queries as requested.
  
  
• Finance Support - Utilize financial software, and systems accurately and effectively, such as accounting software (Financial Edge), spreadsheets (Excel and Google Sheets), as well as other financial management tools. Creation and processing of check requests for both the Foundation and MPBS. Maintain daily receipts log.
  
  
• Scholarships Support – Monitor and respond to general Scholarships email inbox. Forward complex or sensitive inquiries to the Scholarships & Financial Operations Coordinator. Serve as a contact for students and college departments as it relates to Foundation scholarships.
  
  
• Customer Service – Maintain positive relationships with students, staff, MATC Administration and Foundation Board members. Facilitate communication and engagement with donors, volunteers, and community partners.
  
  
• Other duties – Perform other related duties within the scope of the position as required for the efficient operation of the division and to support institutional objectives.
  
  

Qualifications

MINIMUM QUALIFICATIONS

Compliance with all state, federal, and accreditation standards/requirements, as well as all MATC policies and procedures.

Required Education & Experience:

High School Diploma

Five (5) years of progressively increasing responsibilities using donor database systems, accounting systems and scholarship management systems in support of non-profit programs and/or fundraising.

OR

Associate’s degree

Four (4) years of progressively increasing responsibilities using donor database systems, accounting systems and scholarship management systems in support of non-profit programs and/or fundraising.

Preferred Education :

Bachelor’s degree in related field.

Three (3) years effectively using database systems in support of non-profit programs and/or fundraising. Job focused on donor database system, accounting systems and scholarship management system. Significant level of database and systems experience.

Preferred Experience : More than five (5) years of relevant experience.

Required License/Certification : None.

Preferred License/Certification : Raiser’s Edge certification.

COMPETENCIES

• Cultivates innovation
• Optimizes work processes
• Ensures accountability
• Collaborates
• Interpersonal savvy
• Communicates effectively
• Instills trust
• Customer focus
• Action oriented
• Values differences
• Self-development
• Compassion

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge and ability to provide excellent customer service and apply interpersonal skills.
• Working knowledge of bookkeeping and accounting principles and procedures.
• Working knowledge if the procedures used in maintaining ledger accounts.
• Knowledge of fundraising principles and practices and maintaining a professional, polished demeanor.
• Working knowledge of scholarship management systems (AwardSpring preferred) and all Microsoft Office programs.
• Deadline and detail-oriented, with strong organizational, analytical, and planning skills.
• Demonstrated ability to communicate effectively and relate well with students, parents, faculty, staff, and others while maintaining appropriate confidentiality.
• Demonstrated ability to work collaboratively in a team-based environment.
• Ability to convey an image of professionalism and dedication in work related activities.
• Ability to work with culturally diverse student and employee populations.
• Demonstrated motivational and problem solving capabilities with a high degree of integrity, ethics, and dedication to the mission of the MATC.
• Must be able to work in an environment of constant demands and frequent interruptions.

PHYSICAL DEMANDS

• Ability to lift up to 25 lbs., carry, and push up to 20 lbs. and ability pull up to 50 lbs.
• Ability to climb stairs and a ladder and maintain balance.
• Ability to stoop, kneel, crouch, reach, hear and speak.
• Sitting/Standing/Walking: 50% of time spent sitting, 25% of time standing, and 25% of time walking.

Supplemental Information

Position located at the Downtown Campus. This is a grant funded position through June 30, 2028.

Hourly Rate:

Salary is listed to the midpoint of the salary range and is based on the 2025/2026 rates and are determined by years of experience credit and internal salary equity.

Application Materials:

Please submit a resume. A cover letter is optional. Transcripts are not required, but your education will be verified.

Interviews:

Selected qualified candidates will be invited to virtually interview for this position on a date to be determined.