Administrative Specialist

Job Vacancy Announcement

Position Information

Position Title

Administrative Specialist

Position Type

Staff

Department

Institutional Advancement

FLSA

Non-Exempt

Union/Non Union

Non Union

Full Time or Part Time

Full Time

Grade

8

Salary Range

Hiring Salary Range

$40,619 - $44,681 Annually

Fixed Term/Tenure Track (Faculty Only)

Regular or Temporary

Regular

Job Description Summary

Under general supervision, performs multiple duties of a highly complex nature to assist the Office of Institutional Advancement ( OIA ) in achieving its goals. Handles daily transactional data to include sensitive donor information (i.e. addresses, credit card payments and confidential requests for anonymity). Also applies standard operating procedures to perform gift processing, reconciliation reports, acknowledgements, and other administrative support functions of a highly complex nature.

Minimum Qualifications

1. High School diploma required
2. Three years of office work experience in an office environment
3. Proficiency in using the Microsoft Office Suite (Word, Excel, Outlook)
   
   

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. A Resume/CV and cover letter are required with the application. Please ensure that your documents address the criteria listed below for this position.

.

• Greets visitors to the OIA ; answers telephones; provides and receives information of both routine and confidential nature, and refers issues and concerns to the appropriate office for resolution as necessary
• Updates and maintains written documentation of OIA standard operating procedures
• Utilizes OIA standard operating procedures and sophisticated automated database functions to perform various duties
• Enters various gift transactions of a highly complex and confidential nature into the DonorPerfect database
• Enters and updates donor contact and prospect lead information in the OIA’s centralized database
• Processes applications and payments for alumni dues
• Transcribes and prepares notes from meetings for the Director of Development and Manager of Annual Giving and Alumni Relations, and Manager of Donor Relations
• Schedules meetings and handles logistics for the Director of Development
• Records and distributes notes from monthly OIA staff meetings
• Enters response and attendance lists for annual giving, alumni, and special events
• Prepares gift acknowledgments and receipts on a timely basis
• Enters employee gifts by payroll deduction into a centralized donor database
• Composes and types general letters, forms, memoranda, and reports as assigned
• Assists the Manager of Advancement Services with maintaining data integrity (confidential record-keeping, data clean-up, list management)
• Assists with planning and implementation of special events as needed
• Serves as staff support for Foundation and Office of Institutional Advancement meetings and events which may occasionally take place on evenings and weekends
• Assists with monitoring social media sites for the Alumni Association and fundraising activities
• Maintains office supplies, printers, and copiers and arranges for replenishment as necessary
• Proofreads outgoing correspondence to ensure accuracy
• Maintains OIA donor and general office files to ensure easy access and retrieval of record copies to support inquiries and audits
• Delivers priority materials to on-campus offices as required
• Opens, timestamps and distributes mail
• Other duties as assigned

Job Requirements

1. Mastery of performing complex database functions
2. Knowledge of general clerical/office practices and procedures for preparing correspondence
3. Ability to use technology and mail merge functions to produce routine correspondence
4. Ability to perform detailed work independently, as well as, in a team environment
5. Working knowledge with Microsoft Office
6. Working knowledge of basic office equipment and machines, computer, typewriter, copy machines, fax machines, printers, and adding machines, etc.
7. Interpersonal skills as applied to interaction with coworkers, supervisors, the general public, sufficient to exchange or convey information and to receive work direction
8. Must be able to work Monday thru Friday, 8:30 a.m. – 4:30 p.m.
9. Ability to communicate effectively in spoken and written standard English.
10. 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.
11. A background investigation will be conducted prior to the offer of employment. A signed authorization for the release of personal information will be required if selected for an interview.
    
    

Is Background Check Required?

Yes

Is the incumbent responsible for working with minor children or directly engaging with minor children on campus?

No

Posting Detail Information

Posting Number

PGCC177611/12

Open Date

06/11/2022

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 four or more years of progressively responsible administrative support experience?
   • Yes
   • No
3. * Criteria: Please explain your extent of experience and proficiency in use of Microsoft Office Suite (Word, PowerPoint, Access, Excel).
   
   (Open Ended Question)
   
   
4. * 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
5. 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
3. Letter of Recommendation 1

Optional Documents

1. Letter of Recommendation 2
2. Letter of Recommendation 3