Position Description – Administrative Specialist/Coordinator

POSITION DESCRIPTION
Position Title:	Administrative Specialist/Coordinator	FLSA Status: Exempt
Reports to:	College Advancement Officer
Department:	Office of College Advancement
Date Prepared:	December 2007

BASIC FUNCTION

The Administrative Specialist provides organizational support to the College Advancement Officer and Foundation President in the administration of the Office of College Advancement and ABAC Foundation Board of Trustees.

NATURE & SCOPE

The Administrative Specialist reports to the College Advancement Officer who also serves as the President of the ABAC Foundation. The incumbent has the latitude to make decisions within well defined practices and policies and is encouraged to implement new procedures in order to accomplish end results. While these results are typically specified by superiors, the incumbent decides how best to achieve the goals of the Office of College Advancement.

Serving as the Official Secretary of the ABAC Foundation, the incumbent coordinates ABAC Foundation Board of Trustees and committee meetings. Primary duties include scheduling and planning of meetings, securing of facility, menu selection when required, preparation of the meeting agenda and official minutes as well as coordination of report materials including, but not limited to, those on investments, budgets, income and expense, constituent giving and special projects.

The incumbent also provides administrative support for First ABAC, LLC and Second ABAC, LLC, which are divisions of the ABAC Foundation. With authorization of the College Advancement Officer, the incumbent works collaboratively with the LLC Board and College management in facility maintenance, budget and audit preparation, and other duties related to the operational aspects of privatized housing.

The incumbent regularly interfaces with volunteer Trustees, College personnel, and business professionals including, but not limited to, attorneys, certified public accountants, elected officials and architects, to accomplish delegated tasks relating to the projects of the Office of College Advancement such as real estate acquisitions and facility upgrades. Effective interpersonal skills and commitment to confidentiality are imperative for success in this position.

As required, the incumbent will assist the College Advancement Officer in Capital and Strategic Planning for the College. Participation in these projects will involve regular interaction with the College President, other senior college administrators and external personnel, requiring the incumbent to maintain a professional manner which positively reflects on the Office of College Advancement and the College.

Position Description – Administrative Specialist/Coordinator

PRINCIPAL ACCOUNTABILITIES

Ø Serves as first line of contact with outside contacts of the College Advancement Officer, answering questions and managing conflicts when appropriate

Ø Prepares various documents related to special projects and strategic planning, such as budgets, reports, general correspondence and presentations

Ø Conducts analysis of documents related to special projects and strategic planning as appropriate

Ø Attends meetings of the senior college staff, including the College President, and business professionals to assist the College Advancement Officer with all aspects of special projects and strategic planning

Ø Coordinates information for special projects among internal and external project managers

Ø Collects and catalogs a variety of special project information including, but not limited to, executed contracts and other legal documents, proposals, accounting records, forms, correspondence, reports, and electronic mail to insure availability and ease of accessibility

Ø Maintains and updates the files and records associated with the work of the College Advancement Officer

Ø Manages the accounts of First and Second ABAC, LLCs including, for example, check writing, transfers, and account balancing

Ø Coordinates routine banking functions with personnel at the trustee banks and local banks holding LLC accounts

Ø Insures compliance with requirements specified in certain legal documents associated with bond indebtedness on behalf of First and Second ABAC, LLCs

Ø Prepares annual budgets of First and Second ABAC, LLCs and works with Foundation Accountant in support of annual audits

Ø Works collaboratively with the housing accountant in budget preparation, monthly reporting, and transfer of rental funds into the appropriate LLC accounts

Ø Coordinates the schedule of and sets up appointments for the College Advancement Officer

Ø May, as appropriate, represent the College Advancement Officer in college and community meetings, including events outside normal working hours

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Ø Assists other Office of College Advancement staff with special projects and activities

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Ø Assists other Office of College Advancement staff with special projects, events and activities

BUDGETARY RESPONSIBILITIES

The Administrative Specialist has ongoing budgetary responsibilities for First and Second ABAC, LLC’s and works with the Director of Support Operations to provide accounting and budgetary support related to the ABAC Foundation.

SPECIALIZED KNOWLEDGE AND EXPERIENCE REQUIRED

Ø This position requires a baccalaureate degree, Masters’ degree preferred, with 2 to 5 years experience in a related field. Other required experience includes record keeping skill, and understanding of basic accounting, grammar and punctuation, business arithmetic, and standard office practices and procedures. Excellent written and oral communication, organization and interpersonal skills are required. Must be proficient in all Microsoft products, particularly Word, Excel, and PowerPoint, and in BlackBaud’s Financial Edge software.