POSITION DESCRIPTION

Position Title:

Administrative Records and Research Assistant

FLSA Status:  Non-Exempt

Reports to:             

Director of Development

Department:

Development and Alumni

Date Prepared:

June 2006

BASIC FUNCTION

The Administrative Records and Research Assistant is responsible for the creation, storage, retrieval, and disposal of all recorded information about the organization’s activities.

NATURE & SCOPE

The Records Administrator reports to the Director of Development.  Work is both assigned by the Director and self-generated.  This job has the latitude to consider alternatives within well-defined procedures, precedents, and supervision.  The incumbent has latitude, resulting from changing work conditions, to consider the most appropriate procedure or precedent to follow.

The incumbent often serves as the first line of contact with outside constituents of the department.  Thus, it is imperative that the Records Administrator posses superior communication skills.  He/She must handle questions and requests and appropriately manage conflicts.  It is critical that the incumbent deal with all situations in a professional manner which will reflect positively on the department and the College.

The Records Administrator is responsible for all of the clerical duties specifically related to all ABAC Foundation LLC’s which are divisions of the ABAC Foundation.  Records must be maintained, correspondence and phones must be answered.  The incumbent must be able to prioritize tasks and complete them accordingly.  Moreover, the incumbent must be flexible enough to change tasks without losing focus or sacrificing job quality.

The Foundation and Development Office periodically have special projects and functions to complete.  The Records Administrator may participate in these projects.  Accordingly, incumbent must be a detail oriented self-starter who is able to work as a part of a team using initiative and independent judgment.  Duties may include development of programs, related mailings or invitations, scheduling facilities, managing costs, or other project related functions.

PRINCIPAL ACCOUNTABILITIES

Ø       Analyze information needs and develop information plans

Ø       Develop policies for the distribution and storage of records

Ø       Create and maintain databases for the control and retrieval of information

Ø       Arrange and participate in meetings, conferences and project team activities

Ø       Approve decisions, requests, expenditure and recommendations according to guidelines on behalf of senior people in their absences

Ø       Read and interpret, file, and process financial documents

Ø       Research and identify new and appropriate Foundations/private and governmental organizations for funding grants

Ø       Assist the Director of Development in all aspects of Major Capital Campaign Projects

BUDGETARY RESPONSIBILITIES

The Records Administrator has ongoing budgetary responsibilities for all ABAC Foundation LLC’s, and as time allows provides support for accounting and budgetary activities for the Foundation and Office of Development.

SPECIALIZED KNOWLEDGE AND EXPERIENCE REQUIRED

This position requires a college degree with 2 to 5 years experience in a related field.  Other required experience includes excellent computer skills, record keeping skills, an understanding of basic accounting, grammar and punctuation, business arithmetic, and standard office practices and procedures.