Part-Time: Foundation Administrative Assistant

Southwest Tennessee Community College is a comprehensive, multicultural, public, open–access college. Southwest has four campuses/centers from which it offers over 100 programs and over 20 technical certificate programs.

We foster student success, transform lives, and increase the educational level of a growing community in Shelby County. Southwest is a Tennessee Board of Regents institution, accredited by the Commission on Colleges of the Southern Association of Colleges and Schools.

We invite you to become a part of the Southwest Team!

Title: Part-Time:
Foundation Administrative Assistant

Employee Classification: Other Administrative

Institution: Southwest Tennessee Community College

Department: Advancement & Communication

Campus

Location:

SWTCC - Multiple Campus Locations

Southwest Tennessee Community College seeks a highly organized, customer-focused, and detail-oriented Part-Time Foundation Administrative Assistant to support the daily operations of the Office of Institutional Advancement and the Southwest Tennessee Community College Foundation. This position provides administrative support for donor relations, gift processing, stewardship activities, advancement events, Foundation operations, and data management. The Foundation Administrative Assistant plays a critical role in ensuring the accurate documentation of donor and gift information, supporting donor engagement activities, coordinating follow-up efforts, maintaining records, and assisting with Foundation initiatives that advance the mission of the College.

The successful candidate will possess exceptional organizational skills, strong attention to detail, a commitment to customer service, and the ability to manage multiple priorities while maintaining confidentiality and professionalism.

• Foundation and Donor Support – Assist with donor data entry and maintenance of donor records, contact information, gifts, pledges, and stewardship activities. Prepare and maintain accurate records related to donations, sponsor ships, scholarships, and Foundation activities. Track donor correspondence, acknowledgments, and follow-up actions to ensure timely stewardship and engagement. Assist with the preparation of donor reports, mailing lists, prospect information, and fundraising materials.
  
  Support donor cultivation and stewardship activities as directed.
• Gift Processing and Financial Coordination – Assist with the processing, tracking, and documentation of gifts, pledges, sponsor ships, and contributions. Coordinate with Finance and Accounting staff to ensure accurate recording, reconciliation, and reporting of gifts and Foundation transactions. Maintain records supporting Foundation financial activities and donor reporting. Assist in preparing documentation necessary for audits, reporting requirements, and Foundation reviews.
• Administrative Support – Provide administrative support to the Vice President of Advancement & Communications and Institutional Advancement staff. Prepare correspondence, reports, meeting materials, presentations, and other documents as assigned. Schedule meetings, maintain calendars, coordinate appointments, and assist with meeting logistics. Maintain organized electronic and physical filing systems. Answer phones, respond to inquiries, and provide excellent customer service to donors, alumni, community partners, faculty, staff, and students.
• Event and Foundation Board Support – Assist with planning and execution of Foundation events, donor recognition activities, scholarship programs, fundraising initiatives, and community engagement events. Support Foundation Board meetings by assisting with agendas, meeting materials, attendance records, and logistics. Assist with event registration, guest communications, and event follow-up activities. Support advancement and fundraising initiatives as assigned.
• Data Management and Reporting – Maintain confidential donor, financial, and Foundation records. Generate reports and spreadsheets related to donor activity, event participation, and Foundation operations. Ensure data accuracy and integrity within Foundation databases and tracking systems. Assist with data cleanup…