Support Specialist, Institutional Advancement and Foundation

Job Vacancy Announcement

Position Title

Support Specialist, Institutional Advancement and Foundation

Position Type

Staff

Department

Institutional Advancement

FLSA

Non-Exempt

Union/Non Union

Non Union

Full Time or Part Time

Full Time

Grade

11

Salary Range

Hiring Salary Range

Commensurate with experience

Fixed Term/Tenure Track (Faculty Only)

Regular or Temporary

Regular

Job Description Summary

Oversee administrative requirements, duties, and tasks of a highly diversified, confidential, and complex nature in the Office of Institutional Advancement ( OIA ) and the Prince George’s Community College Foundation. Assist the executive director of Institutional Advancement and Foundation with a variety of tasks, ranging from routine, day-to-day to specialized and complex in nature.

Minimum Qualifications

1. One to two years of college credit (30 credit hours is equivalent to one year) or equivalent formal training in related field.
2. Combination of education and related experience for a total of four to five years.
   
   

Preferred Qualifications:

1. An associates degree.
2. Five years of progressive administrative/managerial experience.

Criteria

CRITERIA : The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. Resume/CV and cover letter are required with the application. Please ensure that your documents address the criteria listed below for this position:

Foundation

• Coordinates and prioritizes all assignments, activities, meetings, and events under the purview of the Executive Director of Institutional Advancement and Foundation.
• Deals tactfully, courteously and skillfully with Board Members, the public, OIA team members and fellow employees throughout the college to coordinate tasks of a highly diversified nature
• Prepares presentations and materials for the Executive Director of Institutional Advancement and Foundation and a 24-member Board of Directors for the PGCC Foundation, to include all standing meetings of the organization.
• Establishes working relationships with external stakeholders to schedule and coordinate details for meetings and other activities of the Prince George’s Community College Foundation, Inc. of a varied and complex nature.
• Coordinates appointments and meetings with donors and prospects for the Executive Director of Institutional Advancement and works with C-Suite executive assistants to schedule Foundation Board Members for donor meetings as necessary.
• Schedules, coordinates and attends all Quarterly Board Meetings as well as regular and call committee meetings of the Prince George’s Community College Foundation, Inc.
• Prepares and disseminates minutes of quarterly and committee meetings of the Board per guidelines, policies, and procedures
• Maintains accurate and timely records of all Board Member giving, attendance, meeting minutes, financial reports, strategic plan, policies, membership profiles, and other official documents on the BoardMax® portal and other filing systems.
• Processes payments via check and credit card in coordination with the Foundation Accounting Specialist and facilitates obtaining signatures, mailing, etc. promptly.
• Files annual required documents with the State of Maryland to comply with standards for operating a 501c3 charitable organization.
• Maintains up-to-date standard operating procedures for the Foundation

Office of Institutional Advancement

• Prepares and maintains select and sometimes sensitive administrative correspondence, materials, data, and reports relating to the Office of Institutional Advancement and the Foundation.
• Performs specialized event management tasks and acts as coordinator and the main point of contact, on behalf of the executive director, to schedule meetings and events, on and off-campus, to include food service, space reservations, notifying security, etc.
• Assists the executive director in preparing for meetings, to include preparing agendas, handouts, and other materials.
• Initiates OIA procurement requisitions in Colleague, ensuring appropriate account numbers are used and ensures accuracy before obtaining the supervisor’s approval.
• Tracks Office of Institutional Advancement expenses cost center balances, and facilitates budget transfers as appropriate.
• Oversee office clerical staff, including work-study students as needed.
• Processes local and overnight travel and reimbursement expense requests for OIA staff.
• Maintains OIA office files to ensure easy access and retrieval of record copies.
• Serves as the timekeeper for the Office of Institutional Advancement preparing and processes payroll time for the department; coordinates with Payroll and Human Resources Departments to ensure adherence to time, leave, policies, and procedures.
• Performs other job-related duties as assigned.

Job Requirements

1. Must be able to work between the hours of 8:30 a.m – 4:30 p.m; Monday through Friday. The work schedule is subject to change based on department needs.
2. Ability to communicate effectively in spoken and written standard English.
3. As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.
4. A background investigation will be conducted prior to the offer of employment.
   
   

Is Background Check Required?

Yes

Posting Number

PGCC172711/12

Open Date

12/17/2021

Close Date

Open Until Filled

Yes

Background Check Statement

Prince George’s Community College is committed to providing a safe campus community. PGCC conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, education verification, and when appropriate, a financial (credit) report or driving history check.

Special Instructions to Applicants

Prince George’s Community College values the safety of its students, faculty, and staff. As part of that commitment, the College has announced effective October 21, 2021, all students, faculty, and staff must be vaccinated against COVID -19 or tested for the virus weekly. As a prospective or new employee, you will be required to comply with this mandate and all the necessary safety protocols, including wearing a mask. Please direct your questions related to the vaccination, testing, mask mandates, and requirements for exemptions to VMPO@pgcc.edu .

Application Status ; you will receive an email acknowledging receipt of your application, upon which time no further communication occurs unless selected for an interview or the position is filled. If recommended for hire, communication is immediately sent to your references listed on your application. Also, you will receive an email notification from HireRight requesting you to submit authorization to complete a background investigation.
Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * Which of the following best describes your level of completed education? (Education details must be included in your application.)
   • Master's Degree or above from an accredited college/university
   • Bachelor's Degree from an accredited college/university
   • Associate's Degree from an accredited college/university
   • One to two years of college credit (30 credit hours is equivalent to one year)
   • Less than 30 credits from an accredited college/university
   • High School Diploma or GED
   • None of the above
2. * Do you have a combination of education and related experience for a total of at least four years? See minimum qualifications for this position.
   • Yes
   • No
3. * Do you have five years of professional related experience? See Minimum Qualifications
   • Yes
   • No
4. * Please describe your experience supporting an Administrator, Executive Director, or person(s) in a high profile position.
   
   (Open Ended Question)
   
   
5. * How did you hear about this employment opportunity?
   • HERC
   • HigherEd Jobs
   • Hispanic Outlook
   • Indeed
   • Personal Referral
   • PGCC Website
   • Social Media (LinkedIn, Twitter, Facebook)
   • The Chronicle of Higher Ed
   • The Washington Post
   • Other: Please indicate below
   • Educause
6. How did you hear about this employment opportunity? If you selected 'Other' please indicate source:
   
   (Open Ended Question)
   
   

Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation 1
2. Other